July 24, 2024

We are seeking an experienced Administrative Coordinator to perform advanced administrative support and coordination, and provide professional assistance to the Employees Retirement System’s Benefits Communications Division (BCOM). Responsibilities will include budget processes such as tracking and requisitions; travel coordination; writing, editing, and proofreading a variety of materials; compiling internal metrics; and updating and maintaining an internal collaboration and document management platform. Other duties may include writing and/or editing communications for ERS members and employees, and subject matter expertise in ERS benefits programs. The ideal candidate for this position understands the importance of details, is passionate about efficiency, and welcomes the opportunity to work with a team of mission-driven creatives!

Essential Functions

  • Provides senior-level administrative assistance and coordination to the Benefits Communications (BCOM) director, assistant director and the staff in the division.
  • Division purchaser: provide support and coordination for budget processes, tracking and transactions, including estimates, requisitions, and expense logs.
  • Division SharePoint administrator: update and maintain the division’s internal collaboration and document management platform.
  • Prepare, edit and/or distribute correspondence, reports, studies, forms, reports, policy and process documents, staff bios, reference guides and other informational materials.
  • Assist with internal communications deliverables, including an internal newsletter.
  • Proofread content for publications, presentations, social media and the external ERS website.
  • Coordinate and perform general office duties such as tracking and ordering supplies, equipment and event materials, responding to inquiries and disseminating information.
  • Work with division staff to compile and track metrics, including survey results, analytics and other data for charts, graphs and tables. Helps to prepare data reports and presentations.
  • Coordinate translation of informational materials by a third-party vendor.
  • Work cross-functionally to coordinate updates to the ERS Style Guide and Glossary.
  • Provide travel support and coordination, including required processes, forms and reports.
  • Support and coordinate scheduling, shared calendars, group email boxes, mailing lists and event planning.
  • Provide support during hiring and orientation of new division employees, including application and interview matrices, interview scheduling, and coordination with other divisions during onboarding.
  • Serve as division records retention coordinator; work with Records Management to maintain and archive records according to the records retention schedule.
  • Serve as the division point of contact for Open Records Requests.
  • May train staff on division or enterprise resources, platforms, policies and procedures.

Required Minimum Qualifications

Your application for employment must reflect how you meet each of the following minimum qualifications:

  1. Graduation from an accredited senior high school or equivalent.
  2. Five (5) years of experience providing administrative support in a professional office setting to include managing calendars, scheduling travel arrangements, handling sensitive or confidential information, drafting correspondence, etc.
  3. Three (3) years of experience using intermediate Microsoft Office applications (Outlook, Word, Excel, PowerPoint, etc.), laptop computers and standard office equipment.
  4. One (1) year of experience working with general purchasing rules, policies and guidelines to include requisitions, purchase orders, budget tracking, travel reimbursement, etc.

Preferred Qualifications

Your application for employment should reflect how you meet the following preferred qualifications:

  1. Demonstrated experience in performing grammar and proofreading functions through relevant work experience.
  2. Advanced SharePoint proficiency and experience.
  3. Experience writing and editing communications materials.
  4. Familiarity with employee benefits and retirement programs.
  5. Experience using discretion in handling confidential or sensitive matters.

Skills Assessment: As part of the selections process, qualifying candidates may be required to take a MS Excel, MS Word and/or PowerPoint skills test to measure proficiency.

PLEASE NOTE: All applications should contain complete job history entries, which includes job title, dates of employment, name of employer, supervisor’s name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

Other Information

This is not a remote only position. This position may require access to privileged, confidential, or sensitive data. ERS will conduct either a TXDPS or FBI criminal history check on all new hires.  For more information about this policy inquiries can be made to employment@ers.texas.gov.

Military Occupational Specialty (MOS) Codes

Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Human Resources at employment@ers.texas.gov with questions or for additional information.

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