Administrative Assistant IV

TX-HHSC-DSHS-DFPS • Austin, TX

3d • Onsite

About The Position

The Administrative Assistant IV in the HIV Care and Medications Unit (Unit) performs advanced administrative support and technical program assistance work for staff within the Unit, which includes the Medication Data and Analysis Group, HIV Care Services Group, and Texas HIV Medication Group. This position coordinates complex internal administrative support and assistance work. Develops, coordinates, and maintains filing, record management, and routing systems for the team. Receives and distributes administrative assignments and tasks to team members and other appropriate staff. Answers phones, directs calls and greets visitors. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the Unit Director with moderate latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of: English grammar, spelling, punctuation, and writing style; general office practice and administrative procedures; and records management development and coordination.
• Skill in: working effectively as a member of a team; maintaining files and record keeping; communicating information clearly, concisely, and effectively, both verbally and in writing; scheduling and coordinating meetings; word processing letters, memos, and forms; using computer and Microsoft office programs; operating office equipment such as copiers, scanners, and fax machines; and telephone etiquette.
• Ability to: work under deadline pressures; implement administrative procedures and to evaluate their effectiveness; exercise judgment in evaluating situations, making decisions, and effectively working through areas of conflict; organize and manage multiple and diverse tasks in an effective and efficient manner; and establish and maintain effective working relationships with supervisors and co-workers.
• High school graduation or GED required.
• At least one year of customer service experience.

Nice To Haves

• Junior/community college/college coursework preferred.
• Experience with email, word processing, spreadsheet, and database programs, such as Word, Excel, Access, and Outlook, preferred.

Responsibilities

• Provides administrative and customer support relating to budget, personnel, and travel documents. Receives and distributes Division, Section, and Unit administrative assignments and tasks as appropriate.
• Answers phone calls received by the HIV/STD Section. Screens and refers callers and visitors to appropriate staff. Responds and routes program inquiries according to specific guidelines and procedures.
• Coordinates meetings, conferences, conference calls, and site visits organized or attended by Unit staff. Coordinates conference registration, reservations, pre-payment, and reimbursement processes at a state and federal level. Prepares packets and materials for conferences and presentations. Records, transcribes, distributes minutes, and coordinates completion of action items.
• Serves as Records Coordinator for the team, working with assigned staff in the Unit to determine appropriate retention timeframe and document destruction processes. Develops and maintains filing, record-keeping, and records management systems. Performs general human resources duties to include interview scheduling, assembling New Employee Packet and Forms, completing and submitting new hire paperwork, and compiling and submitting access changes for existing staff.
• 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 disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

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
• Number of Employees: 1,001-5,000 employees