Executive Assistant III

TX-HHSC-DSHS-DFPS•Austin, TX

1d•Hybrid

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage. This posting will be used to hire 2 Executive Assistant III positions. The Executive Assistant to either the Director of Provider Finance (Executive Assistant III) performs highly advanced (senior-level) professional assistance work for the Director of Hospital and Acute Care Finance or the Director of Cost Reporting and Long-Term Services and Supports (LTSS) Finance in the Provider Finance Department. The Executive Assistant will set up conference calls and meetings; manages calendars, flags and prioritizes e-mails for response, reserve rooms as needed, develops trip itineraries and presentation materials, and coordinates air and ground travel for the Director and Deputy Director of Hospital and Acute Care Finance or Cost Reporting and LTSS Finance. The EAIII will also communicate objectives, tasks, and decisions to staff on behalf of the Director or Deputy Directors as needed. The Executive Assistant will provide assistance to senior department staff in their applicable department (either Hospitals, Acute Care, Payments and Local Funds or CRRU and LTSS) with general human resources management actions, and oversee the preparation of reports, correspondence, studies, forms, manuals, and publications. The Executive Assistant will work in collaboration with the Deputy Director of Hospital and Acute Care Finance’s staff to coordinate administrative responsibilities, administrative practices, and to formulate policies. The position will report directly to the Director of Hospital and Acute Care Finance. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgement.

Requirements

Knowledge of office management principles, practices, and standard clerical and administrative procedures.
Knowledge of rules relating to confidential information and open records.
Knowledge of State of Texas travel rules and regulations is preferred.
Skill in Microsoft outlook, word and basic excel.
Ability to manage calendar and maintain organization of document deliverables/timelines.
Graduation from an accredited 4-year college or university OR at least 4 years of work experience in an office setting as an Executive Assistant or Administrative Assistant.

Responsibilities

Manages calendar and organizes e-mails to flag priority items that require a response. Tracks deadlines and pending items that the Director or Deputy Director of Hospital and Acute Care Finance need to address. (35%)
Tracks and routes for approval by the Director and Deputy Director of Hospital and Acute Care Finance variance reports, correspondence, studies, forms, manuals, and publications; communicates objectives, tasks, and decisions to staff related to those documents on behalf of the Director and Deputy Director of Hospital and Acute Care Finance. (20%)
Oversees certain purchasing activities, including professional membership renewals, subscriptions services, contracts with consultants, and supplies. Assists with budget preparation and expenditure tracking for the department. (10%)
Scheule meetings and reserve conference rooms for the Director or Deputy Director of Hospital and Acute Care Finance. (10%)
Oversees general administrative office duties, including assisting senior department staff with general human resources management actions. Ensures department compliance with HHSC administrative and human resources policy and procedures. (10%)
Provides back-up administrative assistance to the Director of Acute Care Services, Director of Hospital Services, Director of Local Funds and/or the Director of Payments, or the Director of CRRU or Directors in LTSS as needed. Provides technical assistance as needed regarding office procedures and the preparation of documents. (10%)
Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for stakeholder meetings, advisory committee meetings, rate hearings, or other events as needed. Such participation may require an alternate shift pattern assignment and/or location. (5%)