Administrative Assistant IV

TX-HHSC-DSHS-DFPS • Houston, TX

7d

About The Position

The Administrative Assistant IV in the Region 6/5S Office of the Directors works under the supervision of the Deputy Regional Director (DRD) and the team leader for the position is the Staff Services Officer. The Administrative Assistant IV performs complex administrative support for executive staff within the Office. The OOD includes the Regional Medical Director, Deputy Regional Director, Budget Analysts, Communicable Disease Program Manager, Epidemiology Manager, and Communications Specialist. As part of the OOD Administrative Team, this position holds the primary responsibility for managing the DRD hiring process, scheduling interviews, and coordinating on-boarding for the DRD and others as assigned. The position keeps the DRD calendar, schedules meetings and assists with travel. This position also provides primary support for the financial, inventory control, vehicle maintenance and records retention activities of the OOD. In addition to the primary responsibilities, the Administrative Assistant IV shares the activities of Regional Receptionist and Staff Services Officer when needed. The Administrative Assistant IV performs work in complex software applications, including entering purchase requisitions and customer contact/complaint system. Works under general supervision with moderate latitude for the use of initiative and independent judgement.

Requirements

• Knowledge of: Local, State, or Federal agency policies, procedures, and administrative guidelines; accepted business practices, records management, and administrative guidelines; data protection and security guidelines
• Skill in: use of microsoft office suite and capability to learn CRM systems and communication platforms; superior verbal and written communication including drafting reports and memos and handling correspondence; scheduling meeting coordination and complex travel arrangements; proofreading for accuravy, preparing presentations and managing records
• Ability to: manage sensitive information with discretion; handle politically sensitive issues with diplomacy and skill; manage multiplepriorities in a fast pacedenvironment and handle multiple competing demands; build relationships with and provide support to high level officials; staff and the public; ability to anticipate challengesand make sound decisions under pressure; ability to adjust to changing prioroties rapidly
• High School Diploma or equivalent
• Experience in professional office management practices and administrative procedures (3 years)
• Experience with budgets and purchasing (2 years)

Nice To Haves

• Associate's Degree Preferred

Responsibilities

• ADMINISTRATIVE SUPPORTProvides complex administrative support to the Office of the Directors with primary responibility for DRD and Finance Team.
• Prepares New Employee HR/IT Documents for RMD/DRD direct reports.
• Prepares and schedules interviews for DRD (prepare and schedule) Monitors Interviews-In-person in-baskets for RMD/DRD and their direct reports to assure integrity.
• Uses Microsoft Office software.
• Resposnible for CAFM- LOC Duties for Suite 420 and complex CAFMs for region.
• Maintains and tracks inventory.
• Oversees records retention and tracks regional accomplishments.
• Responsible for travel for DRD.
• Assists with budget preparation.
• Makes bank deposits.
• Enters Requisitions/Receiving, process AM04 Admin assigned to enter a req. completes process through Am04.
• Handles procard purchases.
• Ensures vehicles are inspected, maintained and repaired in a timely manner.
• As primary back up for the Regional Receptionist and part of the OOD Administrative Team shares the following duties when Regional Receptionist is away: Greets visitors.
• Answers and routes incoming calls.
• Responds to requests for information about public health programs and services orally and in writing.
• Collects information about and provides referrals for community resources.
• Accepts packages.
• Receives and documents complaints, assigning them for follow-up to the appropriate program manager.
• Uses the HEART system to document complaints and their resolution.
• Works with team lead to assure switchboard relief.
• Performs other duties as assigned.
• Actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations activation.
• Such participation may require an alternate shift pattern assignment and/or location.
• Safe operation of a state-owned, rental or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy and standards developed by the Texas Department of Public Safety.
• Complies with the DSHS Immunization Policy.

Benefits

• DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED