Comptroller - Senior Administrative Specialist
Job Description
Applications must be filed at
https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00058836
We endeavor to maintain timely communication with all applicants by updating application statuses as promptly as possible. For the most accurate and up-to-date information about your application, please log in to the CAPPS application portal regularly to monitor status changes or updates.
Please note that this job posting can be closed without notice and earlier than the closing date indicated in the posting if a suitable candidate is found. We encourage applicants to submit and complete the application promptly.
Are you ready to grow and make a positive impact? If you are seeking to gain knowledge, build your career, and network among goal-oriented professionals, this is the place for you!
Innovation, collaboration, and a commitment to excellence drive the culture here at the Comptroller’s Office. We take pride in the work we do serving as State’s accountant, tax collector, treasurer, and much more! The Comptroller’s office serves virtually every citizen in the state. As Texas’ chief tax collector, accountant, revenue estimator, treasurer and purchasing manager, the agency is responsible for writing the checks and keeping the books for the multi-billion-dollar business of state government.
Our agency workforce is as diverse as the people of Texas we serve. We value our employees and take our collective commitment to public service very seriously. Personal development opportunities are strongly encouraged through available workshops, teambuilding exercises, and on the job training. We offer flexible scheduling that helps employees maintain a healthy work-life balance.
Click here to see an inside look at the Texas Comptroller’s office.
About The Division:
The Human Resources Division supports the agency’s strategic direction by assisting management in meeting staffing needs and managing people. This includes recruiting and hiring staff; on-boarding new hires; coordinating benefits; training and developing the workforce on HR topics; creating and implementing employee engagement initiatives; and facilitating separation. Human Resources’ professionals are consultants and business partners; they advise managers and employees on workforce issues and help the agency achieve its business goals.
General Description:
Join Human Resources as a Senior Administrative Specialist! Work involves planning and coordinating staff services such as human resources, accounting, budgeting, leasing, purchasing and property management. Responsibilities also include providing direct executive support to the Division Director by coordinating calendars, managing communications, and preparing executive correspondence and reports. In addition, developing Excel spreadsheets to support reporting and budgeting needs, coordinating events, preparing accurate documentation from meetings, handling sensitive information, managing multiple priorities and schedules, and working collaboratively with internal teams and external partners. May train others.
Monday through Friday, 40 hours a week with occasional evening, weekend hours and holidays. Hours may change based on business need.
This position may be eligible for a flexible/hybrid work schedule of 3 in office days and 2 remote workdays once certain conditions are met. Work schedules may change at any time as business necessitates.
Minimum Qualifications
· Bachelor’s degree.
· 4 years of experience performing a wide range of administrative and clerical support functions.
· 2 years of experience in developing, maintaining, or analyzing Excel spreadsheets.
· Experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, and/or OneNote).
· Experience managing complex calendars, scheduling meetings, and/or coordinating activities.
· Experience in note-taking to provide clear, accurate documentation, reports, or executive correspondence.
· Experience maintaining confidentiality and handling sensitive information.
Preferred Qualifications
· Bachelor’s degree in public administration, Business Administration, Human Resources, or Accounting.
· Experience in administrative or staff services work within a public-sector, governmental, or regulatory environment.
· Experience providing HR administrative support and processing personnel actions, including evaluating documentation for promotions, reclassifications, and job transfers, in accordance with HR policies.
· Experience with budget coordination and expenditure tracking, including preparing budget materials and supporting management with financial analysis.
Substitutions
· One (1) additional year experience performing a wide range of administrative and clerical support functions may substitute for each year (30 semester hours) of the required education with a maximum of 120 semester hours (four years).
In this role you will:
Office Administration
· Provides comprehensive executive support to the Division Director by managing communications, greeting stakeholders, coordinating schedules, drafting correspondence, maintaining documentation, and ensuring smooth office operation.
· Oversees and synchronizes division-wide calendars by coordinating logistics and ensuring alignment across teams.
· Oversees the Division Director’s meeting schedule by prioritizing engagements, preparing agendas, inviting attendees, and ensuring meetings are fully prepared and executed without conflicts.
· Assists the Division Director with routine administrative and office support tasks, including preparing meeting spaces, maintaining office supplies, and supporting general workplace upkeep.
· Assists the Division Director by coordinating travel arrangements and preparing and submitting travel reimbursement documentation.
· Prepares, reviews, and tracks procurement requests and maintains supporting documentation.
· Supports division management in organizing, coordinating, and evaluating budgetary activities at the program level.
· Researches and prepares budget materials to provide management with expenditure data, trends, and recommendations.
· Acts as a liaison between the division and the budget office.
· Assists with processing personnel action forms and staffing reports for the division.
· Prepare and review operational and special reports.
· Maintains equipment, materials, and supplies.
Records Management, Administrative Coordination
· Maintains division files, records, and records management systems.
· Provides technical assistance in records maintenance, records retention, and agency policies relating to HR record-keeping.
· Digitizes paper files into electronic format, including scanning, organizing, and storing documents.
· Maintains accurate and compliant personnel and administrative records according to retention schedules.
· Provides administrative and operational support, including facility coordination, supply management, and workflow organization.
· Serves as division liaison to internal and external stakeholders on administrative and operational matters.
Support Functions
· Prepares, edits, and distributes correspondence, reports, forms, and documents.
· Processes, proofreads, edits, and finalizes executive correspondence, preparing documents for signature.
· Coordinates mass communications for Executive staff, ensuring accuracy and adherence to protocol.
· Serves as Additional Duty Safety Officer: prepares and updates safety procedures, distributes emergency information, assists in evacuations, conducts safety inspections, and attends safety training.
Performs other duties as assigned.
Maximize Your Earnings!
At the Comptroller's office, we know potential employees are looking for more than just a paycheck. The agency offers a strong benefits package for you and your family. Insurance, retirement plans, and a flexible work schedule are just the start. See our benefits offering
If you are seeking to gain knowledge, build your career, and network among goal-oriented professionals, this is the place for you!
Important Note to the Candidate:
Salary is contingent upon qualifications. If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who calls you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.
MILITARY PREFERENCE
To receive MILITARY PREFERENCE, you are required to provide proof by attaching the necessary documentation to this job application.
https://hr.sao.texas.gov/CompensationSystem/JobDescriptions
Click on the occupational category for the position.
Additional MOS can be found at the State Auditor’s Office,
The Texas Veterans Commission provides helpful employment information. Go to: http://www.texasskillstowork.com, http://www.onetonline.org, https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/ or www.careeronestop.org for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements and skill sets.
Applications submitted through Work in Texas:
Work In Texas (WIT) applicants must complete supplemental questions to be considered for the position. To complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile.
The Comptroller’s Office is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity.
Applicants must submit both a résumé and a completed application to be considered. Both documents should include sufficient work history to assess qualifications.
An applicant must be eligible to work in the United States to be hired at the Comptroller’s office and must remain eligible, without sponsorship or any assurance of financial or other assistance from this agency, during the term of their employment.