DCM - Administrative Assistant

TX-HHSC-DSHS-DFPS • Austin, TX

6d • Hybrid

About The Position

This is a temporary grant funded position that is expected to last up to 18 months.

This position provides administrative support or technical program assistance work for the Disaster Case Management Program Grant. The DCMP team provides oversight of contracted case management services for survivors of recent natural disasters.
Work involves disseminating information and performing internal administrative support work. Ability to handle confidential information with discretion. Works under moderate supervision with limited latitude for the use of initiative and independent judgment. May interpret and explain rules, regulations, policies, and procedures. Completes travel reimbursement vouchers and direct billing vouchers. Performs office, equipment troubleshooting, purchasing, inventory and supply management work. Disseminates information concerning agency programs and services as requested. Prepares, edits, and distributes correspondence, reports, forms, and documents. Maintains electronic filing and record-keeping systems. Types correspondence, forms, narratives, meeting notes. Manages program meeting calendar and conference room reservations. Assists in the development of administrative or technical assistance policies and procedures. Promotes and demonstrates professional interactions and appropriate respect for cultural diversity among co-workers and all work-related contacts. Attends work regularly in accordance with agency leave policy.

Requirements

• Graduation from high school or equivalent.
• One year of full-time administrative or program support, general office, clerical, or secretarial experience.
• Two years of experience in Microsoft Excel, Word, Outlook and PowerPoint.
• Ability to track and monitor events, deadlines, and Ability to make recommendations to address and resolve issues.
• Ability to effectively communicate in writing, verbally and make presentations to internal and external staff.
• Ability to effectively deal with diverse groups and individuals and to maintain working relationships.
• Ability to organize workload and set priorities.
• Proficiency in preparing and proof-reading correspondence and forms.
• Proficiency in Microsoft Office software: Excel, Word, PowerPoint, and Outlook.
• Ability to operate office equipment, including, but not limited to computer, printers, and copiers.
• Knowledge of modern office practices.
• Ability to communicate effectively both orally and in writing.
• Knowledge and skill in records administration and maintenance.
• Skill in mathematical computations.
• Knowledge of business, grant, and program terminology.
• Skill in developing office policies and procedures.
• Ability to type 45 words per minute.

Responsibilities

• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned (15%).
• Orders and maintains inventory of various items (for example, supplies, forms, furniture, and computer equipment.) (15%).
• Communicates on an intermediate level with others (internally and externally) to provide, exchange, or verify information, answer inquiries, escalate issues, or resolve problems or complaints (10%).
• Prepares and proof-reads correspondence, forms, or other documents, (for example, letters, program memos, travel or purchase vouchers) for completeness and accuracy using a work computer (15%).
• Prepares moderately complex ongoing or special narrative or program reports (10%).
• Tracks, monitors, plans, coordinates, or schedules activities at an intermediate level to ensure deadlines or requirements are met (20%).
• Maintains electronic filing and record keeping systems; manages program meeting calendar (15%).

Benefits

• comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees
• defined benefit pension plan
• generous time off benefits
• numerous opportunities for career advancement

What This Job Offers

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