Job Details
TJJD - Executive Assistant II - (AUS)
2025-09-09 Capps Austin,TX
Description:
Failure to complete and submit the above forms will cause delays in your consideration for this position.
Apply Online at 00052482&tz=GMT-05:00 and attach to the application the above additional forms along with copies of high school/college diploma(s), copy of official college transcripts, any licenses/certifications, and, if a military veteran, any Certificate of Release or Discharge from Active Duty (DD Form 214).
Apply through Work-In-Texas at You will also need to complete and attach to the application the supplemental questions/forms indicated above along with a copies of high school/college diploma(s), copy of official college transcripts, any licenses/certifications, and, if a military veteran, any Certificate of Release or Discharge from Active Duty (DD Form 214).The additional forms are available at: and can be submitted via email to: ...@TJJD.Texas.gov.
PLEASE NOTE
Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment (month & year), supervisor's name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete. Resumes do not take the place of this required information.
Applicants must be able to pass a Criminal Background Check and any other requirements listed under Minimum Qualifications.
BENEFITS
State of Texas Benefits and Retirement Information can be found at Benefits include: Retirement plan, paid group health & life insurance for employee, paid holidays, paid vacation leave, paid sick leave, longevity pay, educational assistance program, employee assistance program. Optional add-on benefits include: Dental, Vision, Optional Life Insurance, Voluntary AD&D Insurance, Dependent Health & Life insurance, Health & Dependent care flexible spending accounts, etc. Additionally, certain designated positions are eligible for hazardous duty pay, career ladder advancements, and free meals while on duty.
GENERAL DESCRIPTION
Performs advanced (senior-level) professional assistance work for an executive. Work involves overseeing high-level administrative operations of a division; preparing, reviewing, and/or editing of correspondence and reports including statistical charts/graphs; maintaining complex and confidential records management systems; providing general phone coverage; and performing other administrative and technical assistance duties as assigned. Work requires frequent contact with other TJJD executive management and staff, staff from local, state, and federal governments, and various other agencies, the public, and family members of and/or advocates for youth assigned to the agency. May plan, assign and/or supervise the work of others.
Works under limited supervision with considerable latitude for use of initiative and independent judgement. May be required to occasionally travel or work more than 40 hours per work week.
ESSENTIAL DUTIES
Provides administrative and technical assistance, guidance, and advice on administrative matters to the executive and division management and staff.
Coordinates administrative assignments; communicates and evaluates administrative practices, and programs; and formulates policies.
Communicates objectives, tasks, and decisions to staff on behalf of the executive; and assists with facilitating communications with external stakeholders.
Develops and maintains various records management and tracking systems.
Participates in the planning of administrative assignments, programs, and other administrative matters within the division.
Plans, prepares, edits, and distributes correspondence, forms, reports, manuals, publications, and studies; and prepares technical aspects of manuals, publications, training materials, and presentations.
Reviews and gathers statistical information to create charts, graphs, and reports.
Reviews and interprets policies and procedures; and makes administrative decisions as appropriate.
Places, answers, and routes incoming calls, takes messages, responds to general inquiries, and greets and directs visitors to the appropriate staff.
Reviews and processes incoming mail and ensure its routing to the appropriate staff.
Coordinates meetings and other events and activities, including the coordination of logistical arrangements/support.
Coordinates and schedules calendar appointments and ensures scheduling conflicts are avoided.
Prepares and reviews notices or agendas for meetings; and prepares and disseminates meeting minutes.
Coordinates travel arrangements and reservations; completes travel reimbursement vouchers for the executive; maintains a travel voucher tracking system for budgeting travel expenses; and maintains travel-related records.
Maintains supplies and prepares purchase requisitions; and maintains a system to track purchases.
Collaborates with division management/staff in meeting established objectives and goals; shares information, identifies concerns and trends, and recommends improvements to resolve administrative problems or enhance administrative operations.
Assists with general human resource management actions and budget preparation.
Assists with inventory of fixed assets and consumable supplies for the division and maintains accurate records of assets being used.
Performs a variety of related duties not listed, to be determined and assigned as needed.
Performs all duties in compliance with agency safety policies and procedures:
MINIMUM QUALIFICATIONS
Experience in administrative or technical program support or administration management for an executive level position.
OR
PREFERRED QUALIFICATIONS
• Bachelor's degree from an accredited education institution with major course work in business administration, public administration, criminal justice, behavioral science, or a related field.
Pre-employment conditions require acceptable results from mandatory:
• pre-employment drug test;
• finger printing and a criminal records check.
KNOWLEDGE, SKILLS, AND ABILITIES
• Knowledge of accepted business practices and procedures.
• Knowledge of applicable rules, regulations, policies, and procedures.
• Knowledge of related legislative and legal practices and procedures.
• Knowledge of Business English, spelling and punctuation.
• Skill in public and human relations.
• Skill in operating computers, use of applicable software and other standard office equipment.
• Skill in compiling, evaluating, and presenting information.
PHYSICAL DEMANDS AND WORKING CONDITIONS
The following physical demands and working conditions are representative of those encountered when performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
Analyzing
Ability to communicate effectively, orally and in writing
Ability to see
Ability to hear (with or without aid)
Heavy lifting, up to 25 lbs.
Heavy carrying, up to 25 lbs.
Pulling
Pushing
Sitting
Alphabetizing
Repeated bending
Operate motor equipment
Reaching above shoulder
Grasping
Identify colors
VETERANS
In order to receive veteran's preference, a copy of your DD Form 214 (Certificate of Release or Discharge from Active Duty), VA disability rating (if applicable), or a DD Form 1300 (Report of Casualty) must be attached to your application.
Go to or for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.
Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor's Office at Administrative Support MOS Codes.
SPONSORSHIP
Candidates must be eligible to work in the United States without requiring sponsorship.
ADDITIONAL INFORMATION
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.
Only candidates selected for an interview will be contacted.
Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Career Center ( you may also check the status of your application by accessing your profile and selecting My Jobpage and selecting My Submissions.
Thank you for considering employment with the Texas Juvenile Justice Department.
AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Texas Juvenile Justice Department does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in employment or the provision of services
Job Description
HOW TO APPLY
Complete a State of Texas Application for Employment and the following additional forms (available at
- TJJD Employment Application Supplement (HR-003)
- Child Abuse Registry Check Consent Form (HR-028)
- Disclosure of PREA Employment Standards Violation (HR-975)
- Authorization to Release Information (HR-074)
Failure to complete and submit the above forms will cause delays in your consideration for this position.
Apply Online at 00052482&tz=GMT-05:00 and attach to the application the above additional forms along with copies of high school/college diploma(s), copy of official college transcripts, any licenses/certifications, and, if a military veteran, any Certificate of Release or Discharge from Active Duty (DD Form 214).
Apply through Work-In-Texas at You will also need to complete and attach to the application the supplemental questions/forms indicated above along with a copies of high school/college diploma(s), copy of official college transcripts, any licenses/certifications, and, if a military veteran, any Certificate of Release or Discharge from Active Duty (DD Form 214).The additional forms are available at: and can be submitted via email to: ...@TJJD.Texas.gov.
PLEASE NOTE
Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment (month & year), supervisor's name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete. Resumes do not take the place of this required information.
Applicants must be able to pass a Criminal Background Check and any other requirements listed under Minimum Qualifications.
BENEFITS
State of Texas Benefits and Retirement Information can be found at Benefits include: Retirement plan, paid group health & life insurance for employee, paid holidays, paid vacation leave, paid sick leave, longevity pay, educational assistance program, employee assistance program. Optional add-on benefits include: Dental, Vision, Optional Life Insurance, Voluntary AD&D Insurance, Dependent Health & Life insurance, Health & Dependent care flexible spending accounts, etc. Additionally, certain designated positions are eligible for hazardous duty pay, career ladder advancements, and free meals while on duty.
GENERAL DESCRIPTION
Performs advanced (senior-level) professional assistance work for an executive. Work involves overseeing high-level administrative operations of a division; preparing, reviewing, and/or editing of correspondence and reports including statistical charts/graphs; maintaining complex and confidential records management systems; providing general phone coverage; and performing other administrative and technical assistance duties as assigned. Work requires frequent contact with other TJJD executive management and staff, staff from local, state, and federal governments, and various other agencies, the public, and family members of and/or advocates for youth assigned to the agency. May plan, assign and/or supervise the work of others.
Works under limited supervision with considerable latitude for use of initiative and independent judgement. May be required to occasionally travel or work more than 40 hours per work week.
ESSENTIAL DUTIES
Provides administrative and technical assistance, guidance, and advice on administrative matters to the executive and division management and staff.
Coordinates administrative assignments; communicates and evaluates administrative practices, and programs; and formulates policies.
Communicates objectives, tasks, and decisions to staff on behalf of the executive; and assists with facilitating communications with external stakeholders.
Develops and maintains various records management and tracking systems.
Participates in the planning of administrative assignments, programs, and other administrative matters within the division.
Plans, prepares, edits, and distributes correspondence, forms, reports, manuals, publications, and studies; and prepares technical aspects of manuals, publications, training materials, and presentations.
Reviews and gathers statistical information to create charts, graphs, and reports.
Reviews and interprets policies and procedures; and makes administrative decisions as appropriate.
Places, answers, and routes incoming calls, takes messages, responds to general inquiries, and greets and directs visitors to the appropriate staff.
Reviews and processes incoming mail and ensure its routing to the appropriate staff.
Coordinates meetings and other events and activities, including the coordination of logistical arrangements/support.
Coordinates and schedules calendar appointments and ensures scheduling conflicts are avoided.
Prepares and reviews notices or agendas for meetings; and prepares and disseminates meeting minutes.
Coordinates travel arrangements and reservations; completes travel reimbursement vouchers for the executive; maintains a travel voucher tracking system for budgeting travel expenses; and maintains travel-related records.
Maintains supplies and prepares purchase requisitions; and maintains a system to track purchases.
Collaborates with division management/staff in meeting established objectives and goals; shares information, identifies concerns and trends, and recommends improvements to resolve administrative problems or enhance administrative operations.
Assists with general human resource management actions and budget preparation.
Assists with inventory of fixed assets and consumable supplies for the division and maintains accurate records of assets being used.
Performs a variety of related duties not listed, to be determined and assigned as needed.
Performs all duties in compliance with agency safety policies and procedures:
- Reports safety hazards and corrects hazards when possible.
- Completes required documentation in the event of an accident/injury within requested timeframes.
Attends work on a regular and predictable schedule in accordance with agency attendance and leave policies.
Actively embody and support the Texas Model by demonstrating its core values in daily tasks and interactions with others.
MINIMUM QUALIFICATIONS
Experience in administrative or technical program support or administration management for an executive level position.
OR
PREFERRED QUALIFICATIONS
• Bachelor's degree from an accredited education institution with major course work in business administration, public administration, criminal justice, behavioral science, or a related field.
Pre-employment conditions require acceptable results from mandatory:
• pre-employment drug test;
• finger printing and a criminal records check.
KNOWLEDGE, SKILLS, AND ABILITIES
• Knowledge of accepted business practices and procedures.
• Knowledge of applicable rules, regulations, policies, and procedures.
• Knowledge of related legislative and legal practices and procedures.
• Knowledge of Business English, spelling and punctuation.
• Skill in public and human relations.
• Skill in operating computers, use of applicable software and other standard office equipment.
• Skill in compiling, evaluating, and presenting information.
- Ability to communicate effectively, both orally and in writing.
- Ability to handle high-level administrative issues.
- Ability to analyze and solve work-related problems.
- Ability to maintain strict confidentiality of records and information.
- Ability to interpret rules, regulations, policies, and procedures.
- Ability to prioritize and manage multiple tasks.
- Ability to plan, organize, and coordinate work assignments and meet deadlines.
- Ability to work independently.
- Ability to work collaboratively with all stakeholders and maintain a professional, courteous demeanor.
- Ability to process information logically, make decisions, and demonstrate the soundness of those decisions.
- Ability to type at least 50 words per minute.
- Ability to establish and maintain effective working relationships with others.
- Ability to plan, assign, and/or supervise the work of others.
- Ability to train others.
- Ability to travel occasionally and work more than 40 hours per work week.
PHYSICAL DEMANDS AND WORKING CONDITIONS
The following physical demands and working conditions are representative of those encountered when performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
Analyzing
Ability to communicate effectively, orally and in writing
Ability to see
Ability to hear (with or without aid)
Heavy lifting, up to 25 lbs.
Heavy carrying, up to 25 lbs.
Pulling
Pushing
Sitting
Alphabetizing
Repeated bending
Operate motor equipment
Reaching above shoulder
Grasping
Identify colors
VETERANS
In order to receive veteran's preference, a copy of your DD Form 214 (Certificate of Release or Discharge from Active Duty), VA disability rating (if applicable), or a DD Form 1300 (Report of Casualty) must be attached to your application.
Go to or for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.
Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor's Office at Administrative Support MOS Codes.
SPONSORSHIP
Candidates must be eligible to work in the United States without requiring sponsorship.
ADDITIONAL INFORMATION
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.
Only candidates selected for an interview will be contacted.
Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Career Center ( you may also check the status of your application by accessing your profile and selecting My Jobpage and selecting My Submissions.
Thank you for considering employment with the Texas Juvenile Justice Department.
AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Texas Juvenile Justice Department does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability in employment or the provision of services