Job Description
APPLICATIONS SHOULD BE COMPLETED ONLINE THROUGH CAPPS TAM/CG AT:
https://erphcmprd.cpa.texas.gov/psp/candidateportal/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=401&JobOpeningId=108170&PostingSeq=1
APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS:
Applicants may submit applications through WorkIn Texas (WIT), however, applicants must complete the supplemental questions in CAPPS TAM/CG to be considered for the position. In order to complete the supplemental questions, please register and/or login to CAPPS TAM/CG and access your profile.
Note for WorkInTexas Applicants: If you applied for a position through the WorkInTexas website and did not previously have a CAPPS applicant profile, your account will be created automatically. You will receive an email, Subject Line: Your CAPPS Careers Applicant Profile Has Been Created. Follow the instruction in the email to set your new username and password. You will manage the remainder of your application process in the CAPPS Careers website.
Go to CAPPS Recruit TAM/CG Sign In Link: https://erphcmprd.cpa.texas.gov/psc/candidateportal/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?FOCUS=Applicant
Resumes and Job Questionnaire
Your application submission MUST include answers to all the required supplemental questions to be considered complete. Your application and resume must contain job titles, dates of employment, name of employer and a description of duties performed. If this information is not submitted, your application may be considered incomplete and rejected.
NOTES TO THE APPLICANT:
TMD State Employees support the Texas Military Department by delivering critical services that enable the agency to meet its strategic goals. Your work will contribute to the support we offer our Texas National Guard members, thereby multiplying their capability to serve at home and abroad as missions dictate. The Texas Military Department provides a benefits package that includes, but is not limited to:
- Health insurance benefits (employee premiums are covered at 100%, family premiums at 50%)
- Optional Vision, Dental, Life, and Disability insurance at competitive rates
- Generous paid vacation, sick leave, and State and Federal holidays
- Defined benefit retirement structure known as a cash balance benefit, with a state match equal to 150% of the account balance at retirement and guaranteed earnings of at least 4% annually
- Additional voluntary retirement savings programs (Texa$aver 401(k) and 457 programs)
- Flexible spending account options for medical and childcare expenses
- Potential for modified work schedules including flex, compressed, or telework (position dependent)
- Free access to Camp Mabry Museum and historical structures
- Robust free training access through Texas Military Departments Web-Based Learning Program
- Expansive Employee Assistance Program and complimentary counseling services
- Employee Wellness and Physical Fitness Programs
Military membership is not required for this position.
ABOUT US:
Our Agency: The Texas Military Department (TMD) is commanded by The Adjutant General of Texas, the states senior military official appointed by the governor, and is comprised of the Texas Military Department (State & Federal Civilian Employees), the Texas Army National Guard (TXARNG), the Texas Air National Guard (TXANG) and the Texas State Guard (TXSG).
Our Vision: Americas premier state military organization comprised of professional mission-ready forces, fully engaged with our communities, and relevant through the 21st century.
Our Mission: Provide the Governor and the President with ready forces in support of state and federal authorities at home and abroad.
BRIEF POSITION SUMMARY
Performs advanced (senior-level) professional assistance work for Texas Air National Guard (TXANG) Headquarters (HQ), providing high-level administrative and technical support to (TXANG) General Officers, the Director of Staff-Air, and Air Staff Directorates while directing complex administrative operations. The Executive Assistant represents TXANG HQ in an exemplary manner with a customer service-oriented attitude, strong verbal and written communication skills, while interacting with public, state, and federal agency representatives. Reports to the Director of Staff -Air. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
WORK HOURS: Monday - Friday, 8 hour days. 40 hours a week
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES
- Provides administrative and technical assistance to TXANG General Officer(s) (GOs), Director of Staff - Air (DoS), and Senior Enlisted Advisor - Air (SEA).
- Provides technical guidance and advice on administrative matters to TXANG staff, wing leadership, and internal Texas Military Department (TMD) agencies.
- Maintains executive level and organizational files to include confidential correspondence, documents, reports, and meeting minutes, to ensure regulatory requirements, and timely processing of actionable and signature items.
- Manages domestic and foreign travel arrangements, to include the Defense Travel System (DTS) authorization and voucher requirements, for TXANG GOs and other personnel as required.
- Serves as the TXANG HQ Liaison to the Senior Leadership Management Office for GOs and Senior Enlisted actions.
- Assists A-Staff in preparation of written correspondence, publications, orders, and doctrine to ensure regulatory compliance.
- Collaborates with and advises the TMD J-Staff on joint issuances and publications for Air National Guard and applicable Air Force regulatory compliance.
- Assists with state and federal hiring boards for TXANG as the Subject Matter Expert (SME), recorder and/or board member.
- Manages calendars, scheduling of appointments, meetings, and/or travel for TXANG GOs, DoS, SEA, and other personnel as required.
- Leads the planning and coordination of critical meetings involving key personnel and high-profile guests, both within and outside the organization.
- Executes formal greeting and hosting protocols for VIPs and office guests, reflecting the organizations commitment to excellence and hospitality.
- Exercises sound judgment in filtering visitors and calls, maintaining a controlled and efficient work environment.
- Serves as the liaison with TMD J-Staff to ensure TXANG personnel have operational support.
- Ensures "read ahead materials" are provided to the GOs and DoS prior to meetings and engagements, as required.
- Makes administrative decisions using extensive knowledge of organizational structures, agency policies, and standard administrative practices.
- Manages designated operational duties across agency systems of record, including Automated Time Attendance and Production System (ATAAPS), DTS, the Government Travel Charge Card (GTCC) program as Agency Program Coordinator (APC), and Telephone/Wireless Telephone Control Officer (TCO/WTCO) functions for HQ TXANG.
- Monitors and coordinates verbal and written communication with office staff.
- Manages mail services for TXANG HQ.
- Serves as the TMD Telephone Control Officer for TXANG HQ to ensure accountability and serviceability of landline communications in Building 9.
- Assists in video and bridge teleconference briefings/set-ups.
- Attends work regularly and observes approved work hours in accordance with the DoS and TMD State Employee Policies and Procedures Manual.
- May be required to perform duty in support of national emergencies, disasters and other missions, to include holidays and weekends.
- Performs related work as assigned.
MINIMUM QUALIFICATIONS
EDUCATION:
- Graduation from an accredited four-year college or university is required. (Substitution Allowed)
PREFERRED EDUCATION:
- Graduation from an accredited four-year college or university, with a major course work in business administration or related field is preferred.
SUBSTITUTION:
- Additional years of experience in managing administrative office program functions or processes may substitute for required education on a year-per-year basis for up to four years.
EXPERIENCE:
- Three (3) years experience in managing administrative office program functions or processes is required.
- Experience using Microsoft (MS) Office Suite to include Outlook, Word, Excel, Teams, OneDrive, and SharePoint is required.
- Experience using Adobe products to include Acrobat Pro with advanced skills in creating documents, forms, and portfolios is required.
PREFERRED EXPERIENCE:
- Experience in scheduling meetings and coordinating office duties is preferred.
- Experience managing and maintaining calendar schedules is preferred.
- Experience managing and maintaining organizational and multiple calendar schedules is preferred.
- Experience working in a military environment is preferred.
- Experience working with Defense Travel System (DTS) authorization and voucher requirements is preferred.
REGISTRATION, CERTIFICATION OR LICENSURE:
- Valid drivers license is required. *If not currently a Texas resident, must obtain a Texas Drivers License within 30 days after entering Texas as a new resident. A satisfactory driving record is required for operating state or personal vehicles to conduct agency business.
OTHER REQUIREMENTS:
- Background Investigation. Selected candidate must be able to obtain a CAC and/or pass a federal security background investigation. The process includes a National Agency Check and Inquiry (NACI) and fingerprinting. New employees must complete and sign the Office of Personnel Management (OPM) Form SF85. Completed forms are submitted to the OPM for the background investigations.
- Eligibility to Work in the U.S. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Military Department participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employees Form I-9 to confirm work authorization. All offers of employment are contingent upon the candidate having and maintaining legal authorization to work in the United States. Failure to present such authorization within the time specified by the U.S. Department of Labor will result in the offer being rescinded.
- Sponsorship. Candidates must be eligible to work in the United States without requiring sponsorship.
- Upon hire with the State of Texas, males between the ages of 18 through 25 must provide proof of registration or exemption with the Selective Service. For further information, visit the Selective Service website at https://www.sss.gov/register/
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
- principles of office management;
- office practices and administrative procedures;
- Texas National Guard and Federal Technician programs;
- military culture, rank and structure;
- DTS authorization and voucher requirements for domestic and foreign travel;
- business terminology, spelling, punctuation and basic mathematics;
- applicable rules, regulations and policies; and
- related legislative and legal practices and procedures.
Skill in:
- providing quality customer service;
- communicating effectively both orally and in writing;
- using correct and appropriate spelling and grammar;
- using effective written and verbal communication to convey information in a clear and concise manner;
- prioritizing and coordinating multiple on-going tasks;
- answering telephones in a professional manner;
- editing technical information and crafting written responses to inquiries;
- researching information and providing written and oral synopsis in clear, concise language;
- operating computers using Microsoft (MS) Office Suite to include Outlook, Word, Excel, Teams, OneDrive, and SharePoint; and
- operating and maintaining office equipment including but not limited to laptop computers, multifunction copier, laser printer and facsimile.
Ability to:
- implement new administrative systems, policies and procedures and evaluate their effectiveness;
- interpret policies, procedures and rules and regulations;
- prepare complex and concise reports within required timeline;
- communicate effectively with small or large groups;
- communicate effectively with senior military officers;
- work in a team environment;
- establish effective working relationship with supervisor, co-workers, customers and stakeholders;
- handle high-level administrative issues with discretion and confidentiality;
- analyze and solve work-related problems;
- troubleshoot issues with office machines, electronics, computers and software systems; and
- work in a military environment.
PHYSICAL/WORKING CONDITIONS
Work is typically performed inside. Incumbent is exposed to normal office temperatures and noise. Work typically involves standing, walking, and working with computers and related equipment for extended periods of time. May lift, carry, move, and/or set up equipment and materials that weigh up to 25 pounds.
MILITARY EMPLOYMENT PREFERENCE
If you qualify for a Military Employment Preference, it is mandatory that you provide the required documentation at the time of applying. Documentation must be provided before a Military Employment Preference can be granted.
Currently Serving U.S. Armed Forces or Texas National Guard - Statement of service memo
Veteran - DD Form 214 (or Equivalent)
Disabled Veteran - VA Civil Service Preference Letter
Spouse of a member of the United States Armed Forces or Texas National Guard serving on active-duty - Marriage certificate and verification of duty status (active-duty orders, PCS orders, statement of service)
Spouse of a veteran if the spouse is the primary source of income for the household and the veteran has a total disability rating based either on having a service-connected disability with a disability rating of at least 70 percent or on individual unemployability - Marriage certificate, VA Civil Service Preference Letter indicating disability rating, and documentary proof of income
Surviving Spouse of a Veteran who has not remarried - Marriage certificate and DD Form 1300
Orphan of a Veteran who was killed during active duty - Birth Certificate and DD Form 1300
VETERANS:
Use your military skills to qualify for this position or other jobs. Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications, and skill sets.
Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the following fields or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply:
United States Army: 42A Human Resources Specialist
United States Navy: PS Personnel Specialist
United States Coast Guard: YN Yeoman
United States Marine Corps: 0111 Administrative Specialist
United States Air Force: 3F5X1 Administration
Additional Military Crosswalk information can be accessed at: hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf
Contact TMDs Veterans Liaison, Paul Love if you have questions at (512)782-3836 or staffingHR@military.texas.gov
The Texas Military Department does not discriminate on the basis of race, color, national origin, sex, religion, age, genetic information, or status as an individual with a disability or protected veteran status in employment or in the provision of services.