Executive Assistant I, Congenital Syphilis

TX-HHSC-DSHS-DFPS • Austin, TX

2d • Onsite

About The Position

Under the general supervision of the Congenital Syphilis Operations Director, performs complex (journey-level) professional assistance work for an executive. Coordinates administrative activities of the Congenital Syphilis. Maintains the Unit Director's calendar and schedules group and individual meetings. Coordinates with Unit staff, Section Director, and Community Health Improvement Division office to obtain document signatures and to collect and collate responses to Division office requests. Order office supplies, creates and completes requisitions, and processes invoice approvals for the section. Reviews requests and leads Division approvals for all section travel including all required out of state Section travel approvals. Provides technical assistance and support to Section staff to complete travel authorizations and e-travel needs. Supports unit with staff hiring and on-boarding new employees working with Division office Staff Services Officer and Executive Assistants. Manages section email inboxes. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Requirements

• Knowledge of accepted business practices and procedures; applicable rules, regulations, and policies; and related legislative and legal practices and procedures.
• Knowledge of English grammar, spelling, punctuation, and writing style.
• Knowledge of modern office practices including use of printers, copiers, fax machines, and personal computers for word and data processing.
• Knowledge of preparation, maintenance, and control of forms, records, and reports.
• Knowledge of state travel policies and procedures.
• Knowledge of basic state accounting and budgeting systems.
• Knowledge of purchasing processes.
• Skill in the use of standard office equipment and software.
• Skill in verbal and written communications.
• Skill in composing, proofing, editing, and formatting documents.
• Skill in using a computer and software, including Microsoft Excel, Microsoft Outlook, Microsoft Word, Microsoft PowerPoint, Microsoft Teams, or other spreadsheet, database, or word processing software programs.
• Skill in problem solving and attention to detail.
• Skill in time management, organizing workloads, and setting priorities to meet deadlines.
• Ability to handle high-level administrative issues; to analyze and solve work-related problems; to communicate effectively; and to provide guidance to others.
• Ability to work effectively with groups of people and coordinate diverse program activities.
• Ability to type accurately from a draft copy.
• Ability to work independently when carrying out complex and/or administrative tasks.
• Ability to read and interpret agency and division/program policies.
• Ability to identify problems and suggest or implement solutions when appropriate.
• Ability to work in a team environment.
• Ability to understand and follow instructions and office procedures both verbally and in written form.
• A minimum of 3 years of experience as an Administrative Assistant, office manager, or Executive Assistant is required.
• 2 years’ experience in providing technical assistance and administrative support to management or staff.
• 2 years’ experience using Microsoft Office, including Outlook, Excel, PowerPoint, Teams, SharePoint and Word, other spreadsheet, database, or word processing software programs preferred.
• 2 years’ experience in time management, organizing workloads, and setting priorities to meet deadlines required.

Responsibilities

• Provides administrative support as assigned by the Unit Director. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Proofs documents and forms for accuracy before submitting for signature/approval of the Congenital Syphilis Director, including correspondence, memos, meeting notices and agendas, charts presentation slides, and handouts. Receives, analyzes, distributes, and takes appropriate action on incoming email meeting asks and telephone calls on behalf of the Director. Manages section email inboxes.
• Monitors and maintains the Section Director’s calendar in Microsoft Outlook. Confirm that Section Director’s calendar is updated and identifies potential scheduling conflicts. Keeps the Section Director informed of pending decisions and commitments. Coordinates assigned meetings and conferences as needed. Prepare handouts and other materials necessary for assigned meetings.
• Prepares Travel Request Authorization Forms, makes travel arrangements and reservations, and coordinates trip itineraries for Section Director. Reviews requests to exceed the lodging rate for all unit/branch staff and program staff. Enter data and monitor travel related submissions on behalf of the Section Director in the Travel Reimbursement System. Reviews out of state travel requests for Director and Deputy Commissioner signature approvals. Offers technical advice and assistance to section personnel in administrative policy and procedure matters.
• Completes section supply orders and processes invoice approvals. Tracks requisitions, invoices, and payments for the section and informs unit and section directors of any outstanding requests. Works closely with Division Staff Services Officer to assist in coordinating and setting up interviews, on-boarding process and coordinating with Division IT liaison. Requesting badge requests and updating organizational chart. Submit IT tickets, software requests, and 411 forms.
• Provides input into developing and revising administrative policies, procedures, standards, and methods; and provides guidance and interpretation on policies and procedures. Communicate objectives, tasks, and decisions to staff on behalf of Section Director. Supports other section and division Executive Assistants in their absence and coordinates activities, meetings and planning with other section and division Executive Assistants.
• Other duties as assigned may include actively participating during a disaster response and/or recovery effort, serving in a supporting role during a disaster response and/or recovery effort, and assisting in work to maintain continuity of operations of the agency during a disaster response and/or recovery effort. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

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: No Education Listed
• Number of Employees: 1-10 employees