Administrative Assistant IV

TX-HHSC-DSHS-DFPS • Austin, TX

4d • Onsite

About The Position

Under the general supervision of the Immunization Operations Director, coordinates administrative activities of the Immunization Business Operations, Grant, and Policy Unit. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the Operations Director with moderate latitude for the use of initiative and independent judgment. Coordinates complex internal administrative support and assistance work. Maintains the Operations Director's calendar and schedules group and individual meetings. Record written meeting notes, screens content of correspondence and emails for the Unit Director and maintains a suspense file for follow-up and compliance due dates. Develops, coordinates, and maintains filing, record management, and routing systems for the team. Works closely with the Section Staff Services Officer (SSO) to receive and distribute administrative assignments and tasks to team members and other appropriate staff. Coordinates with Unit staff, Operations Director and Immunization Section office for signature approvals on documents. Provides some administrative office support to the Immunization Unit staff as needed.

Requirements

• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software (high proficiency in Microsoft Outlook, Microsoft Word, Excel, and other software).
• Ability to communicate effectively.
• Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.
• Ability to provide guidance to others.
• Ability to track assignments and special projects.
• Ability to prepare and proofread professional correspondence (emails, memos, reports)
• Ability to take accurate meeting minutes.
• Ability to maintain complex electronic and physical filing systems.
• Ability to prioritize competing deadlines.
• High school diploma or GED required.
• A minimum of three years’ administrative assistant or clerical experience.

Responsibilities

• Provides administrative support as assigned by the Operations Director. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Coordinates the preparation, editing, proofing and distribution of technical documents, reports, correspondence, memos, and forms before submitting for signature/approval of the Operations Director. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the Unit Director.
• Compile materials for meetings, conferences, seminars, presentations, and trainings. Coordinates regular Unit meetings and conference calls on behalf of the Operations Director. Coordinates conferences and senior management meetings on behalf of the Unit. Coordinates the development of handouts and other materials necessary for all meetings. Monitors the email and calendar of the Operations Director and interprets and disseminates information to Operations Director regarding critical issues. Evaluates requests and inquiries to determine which are priority matters and alerts the Operations Director accordingly. Coordinates and maintains the Unit’s multiple Unit constituent mailboxes and calendars in Microsoft Outlook. Coordinates responses to contingent inquiries. Ensures calendar is updated and identifies potential scheduling conflicts. Prepares daily binder and keeps files organized. Keeps Operations Director informed of pending decisions and commitments.
• Explain and disseminate information concerning agency programs and procedures. Participates in the planning, development and training related to Unit administrative policies and procedures. Serves as liaison between programs, Unit and Section for authorization sign-off on rule items, grant compliance reports, service contracts, out-of-state travel requests and Memorandum to the Commissioner. Ensures out of state travel requests are prepared according to division policy and tracked through final approval or denial. Includes offering technical advice and assistance to Unit personnel in administrative policy and procedure matters. Purchasing for Unit using HHSAS, Office Depot, PRF’s, & other methods of purchasing.
• Conduct administrative reviews of reports, documents, applications, or summaries to ensure administrative completeness. Coordinates the completion of Unit assignments to ensure timely submission. Ensures that Unit staff is aware of, and adheres to, all policy guidelines. Coordinates submission of assignments to the section and act as backup to the SSO to coordinate assignments to the division offices; maintains necessary files/records. Develops and maintains filing system for personnel files. Serves as back up to the Section SSO for HR Issues & IT procurement & Special Assignments. Assist SSO in training Section/Unit’s administrative assistants on office procedures and may supervise the work of others.
• Prepares Travel Request Authorization Forms and makes travel arrangements and reservations. Enters, monitors and approves travel-related submissions on behalf of the Unit Director in the Travel Reimbursement System.
• Other duties as assigned may include actively participating during a disaster response and/or recovery effort, serving in a supporting role during a disaster response and/or recovery effort, and assisting in work to maintain continuity of operations of the agency during a disaster response and/or recovery effort. Such participation may require an alternate shift pattern assignment and/or location. Serves as a Floor Coordinator for Evacuation Coordination (i.e. Fire Drills). Unit personnel in administrative policy and procedure matters. Purchasing for Unit using HHSAS, Office Depot, PRF’s, & other methods of purchasing.

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: Mid Level
• Education Level: High school or GED