Administrative Assistant IV

TX-HHSC-DSHS-DFPS-posted 3 days ago

Full-time • Entry Level

Onsite • Austin, TX

1,001-5,000 employees

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DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us. Under the general direction of the Obesity & Worksite Wellness Branch Manager, the Administrative Assistant IV performs highly complex administrative and technical work for the Obesity & Worksite Wellness Branch. Supports the Branch Manager and branch staff in conducting daily business operations. Processes requisitions for the branch and monitors the status of purchases, invoices, and claims. Organizes and monitors travel arrangements, authorizations and claims. Maintains and updates various Branch reports, organizational charts, and other documents for the Branch as needed. Prepares routine and specialized correspondence, reports, and forms. Answers phones, maintains electronic and hard copy filing and records management systems, and is responsible for copying, faxing, and scanning documents. Provides human resources support. Conducts meeting preparation to include scheduling, preparing agendas, taking notes/minutes, and providing administrative support. Serves as back-up to other Health Promotion and Chronic Disease Prevention Section administrative staff. Works under limited supervision with moderate latitude for the use of initiative and independent judgment.

Provides complex administrative support to Obesity & Worksite Wellness Branch leadership and staff.
Completes requisitions using CAPPS Financial systems.
Completes forms for invoice payment.
Compiles financial data.
Secures conference rooms and provide dictation and transcription services as requested for special projects.
Organizes and monitors travel forecasts, authorizations and claims in eTravel in accordance with agency travel procedures.
Answers phone calls and emails.
Maintains a branch calendar and coordinates updates to phone lists and schedules.
Maintains electronic and hard copy filing and records management systems.
Orders and conducts inventory of supplies and equipment.
Performs complex typing and word processing.
Performs technical support work for Obesity & Worksite Wellness Branch leadership and staff.
Coordinates, prepares, interprets and disseminates information on the branch and branch procedures.
Prepares routine and non-routine correspondence, reports, studies, forms and documents utilizing word processing software, spreadsheets and databases.
Assists in planning and preparation of complex reports utilizing word processing software, spreadsheets, and databases.
Coordinates administrative support for all Branch special projects.
Provides interpretation in response to non-routine inquiries regarding policies and procedures.
Facilitates staff transitions, including preparing workstations, coordinating interviews, and assembling information packets and new employee forms folders.
Assists with preparation for meetings, conferences and trainings, including reserving meeting space, preparing and compiling materials, taking meeting minutes, and providing other administrative support.
Serves as back-up and assistant to Section administrative staff.
May serve on Section workgroups.
Assist in compiling information for routine Health Promotion and Chronic Disease Prevention Section assignments.
Ensures that administrative functions are in line with those in other branches and follow Section policies.
Performs other duties as assigned including but not limited to, actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge of business English, grammar, spelling, punctuation, and mathematics.
Knowledge of office equipment and software, such as Windows, Microsoft Word, Microsoft Excel, Microsoft Teams, and Microsoft PowerPoint.
Knowledge of state leave, purchasing and accounting systems or the equivalent of each.
Skill in composing, editing, and proofreading correspondence, reports, and forms.
Skill in the use of general office equipment; data processing, and word processing equipment.
Skill in communicating effectively with customers both verbally and in writing.
Skill in establishing and maintaining positive, professional, and business relationships with co-workers, other program personnel, reporting entities, and the general public.
Skill in researching, analyzing and compiling information and preparing calculations for reports.
Ability to research and interpret DSHS policies and other information.
Ability to plan, organize, and prioritize work to meet deadlines.
Ability to work as a team member.
Ability to follow verbal and written instructions.
Ability to work independently on difficult and/or complex administrative tasks.
Ability to maintain confidentiality of information.
High school graduation or equivalent is required.

Experience in office management, business administration, human resource administration or budget preparation work is preferred.

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).

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