Administrative Assistant IV

Texas Health & Human Services Commission • Austin, TX

3d • $3,248 - $4,200 • Hybrid

About The Position

The Administrative Assistant IV in the HIV/STD Section (HSS) Operations Unit Communication and Policy Group (CPG) performs advanced (senior-level) administrative support and technical program assistance work for staff within CPG and HSS. This position coordinates complex internal administrative support and assistance work as well as coordinates communications with other DSHS divisions, sections, units, as well as other State and Federal agencies, private entities, stakeholders, and the public on a routine basis. Develops, coordinates, and maintains electronic and hard copy filing, record management, and routing systems for the team. Supports the tracking, coordination and completion of HSS and CPG assignments and tasks for team members and Operations staff. The position also provides support to the Operations Unit by answering phones at the main reception desk, directing calls and escorting visitors. Compile materials for meeting conferences seminars, presentations and trainings. This position also supports the HSS Finance Manager and the Operations Unit Director as needed.The position requires tact, diplomacy and planning to accomplish assignments inadependently and is performed under limited supervision of the CPG Manager with moderate latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of English grammar, spelling, punctuation, and writing style.
• Knowledge of office practices and administrative procedures.
• Skilled in use of Microsoft Office (Outlook, Adobe Reader/Pro, Word, Excel, Power Point).
• Skilled in maintaining files and record keeping.
• Skilled in working effectively as a member of a team.
• Skilled in use of word processing and database management.
• Skilled in telephone etiquette (i.e., customer services, professional courtesy).
• Skilled in word processing letters, memos, and forms.
• Skilled in communicating information clearly, concisely, and effectively, both verbally and in writing.
• Ability to interpret and apply agency rules, regulations, policies, and procedures.
• Ability to organize and manage multiple and diverse tasks/projects in an effective and efficient manner.
• Ability to work under deadline pressures.
• Ability to write clearly and concisely.
• Ability to communicate effectively within the agency and with the public.
• Ability to implement administrative procedures and to evaluate their effectiveness.
• Ability to exercise judgment in evaluating situations, making decisions, and effectively working through areas of conflict.

Nice To Haves

• Preferred two year of experience working in an office settings supporting managers and staff in an administrative capacity.
• Experience with implementing agency information concerning agency programs and procedures
• Preferred one year experience working with microsoft suite products, typing, taking notes and scheduling events and calendars.

Responsibilities

• Provides administrative and customer support relating to budget, personnel, records retention, and travel documents.
• Tracks and coordinates Division, Section, and Unit administrative assignments and tasks as appropriate.
• Coordinates with the Communication and Policy Group and Operations Unit for the preparation and editing of tables and graphs, organization charts, presentations, spreadsheets, reports, routine and special correspondence, technical reports, using Microsoft Office including Word, Excel, and PowerPoint.
• Proofreads correspondence, memos, technical documents, and forms from team staff for accuracy before submitting for signature/approval of the CPG Manager or higher authority.
• Prepares status reports for CPG and the Operations Unit.
• Provides logistical support for the CPG Manager.
• Prepares staff travel arrangements, authorizations, advances, and reimbursement claims for reimbursement in accordance with agency travel procedures.
• Processes non-employee travel as needed.
• Track CPG travel and operational expenses and reports.
• Develops and enters requisitions on behalf of CPG.
• Answers the HIV/STD Section phone.
• Screens and refers callers/visitors to appropriate Unit/Section staff.
• Communicates with program clients, the public, and other stakeholders in person, by telephone, e-mail, regular correspondence, fax or over the internet as directed.
• Responds and routes program inquiries according to specific guidelines and procedures.
• Returns telephone calls, resolves problems and provides feedback within one (1) business day under normal conditions.
• Maintains records of telephone calls and updates call log/records on a monthly basis.
• Assists with the meeting coordination, conferences, conference calls, and/or site visits organized by HSS staff.
• Coordinates conference registration, reservations, as well as pre-pay and reimbursement processes at a state and federal level.
• Prepares packets and materials for conferences and presentations.
• Records, transcribes, distributes minutes, and coordinates completing of action items within established time frames as directed by the Unit Director or designee.
• Prepares, plans, tracks, and develops distribution reports on educational materials.
• Responsible for all Unit purchasing to ensure that staff have needed supplies, training materials, and equipment on a timely basis to minimize disruption to providers and team workflow.
• Provides technical assistance to CPG and HSS staff with records retention issues.
• Compiles and completes monthly submissions to the Division.
• Organizes, files, and tracks documents and correspondence relating to CPG and the Operations Unit.
• Performs general human resources duties to include interview scheduling, assembling New Employee Packet and Forms, completing and submitting new hire paperwork/requests for access, along with any necessary changes for existing staff including terminations.
• 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

• 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: Senior
• Education Level: No Education Listed