Administrative Assistant to the DAC for Vendor Drug Program (Admin Asst IV)

TX-HHSC-DSHS-DFPS•Austin, TX

1d•$3,248 - $4,837•Onsite

About The Position

The Administrative Assistant IV reports to the Deputy Associate Commissioner for the Vendor Drug Program (VDP) with Medicaid/CHIP; performs advanced professional and technical assistance duties. Activities involve a variety of management and executive-level administrative activities and assistance, such as: planning, developing, coordinating, and monitoring administrative activities for the Vendor Drug Program; policy and procedure interpretation, performs administrative and staff support functions for VDP Directors and staff. Responds and/or facilitates the response to various inquiries from stakeholders; Develops and distributes various documents and reports; makes travel arrangements, processes purchase requests and assists in budget preparation and monitoring, processes travel vouchers, maintains Deputy Associate Commissioner’s calendar, schedules meetings and conference rooms, answers telephone, distributes mail, and works on special assignments as requested; facilitates written and verbal communication to and from the Deputy Associate Commissioner with all levels of staff within the agency and with external entities. Work is performed with limited supervision, with considerable latitude for initiative and independent judgment.

Requirements

Office management principles, practices, and administrative procedures.
HHSC policies, procedures, and organizational processes.
Applicable legislative, legal, regulatory, and policy requirements that impact the agency’s mission and office operations.
Proper handling, protection, and dissemination of confidential information.
Communicating effectively, both verbally and in writing.
Using computers and related office equipment.
Using Microsoft Office Suite or equivalent software, including word processing, spreadsheet, database, and presentation applications.
Organizing and prioritizing assignments.
Developing work plans and coordinating administrative assignments.
Preparing concise reports, summaries, documents, and other publications.
Preparing purchase requisitions, purchase vouchers, and travel documents.
Analyzing and resolving work-related problems.
Interpreting policies and procedures and apply sound judgment to reach reasonable conclusions.
Making decisions and taking initiative.
Working independently with minimal supervision.
Meeting strict deadlines.
Building and maintaining effective working relationships.
Handling high-level administrative issues.
Communicating effectively with staff, departments, officials, agencies, organizations, and the public.
Working effectively in an environment of change.
At least one year administrative support experience in an office, business, government, or professional setting.
Strong writing skills as demonstrated by grammatical accuracy and overall written presentation of job application.
Experience prioritizing and completing multiple tasks within tight deadlines.
High School diploma or General Education Development (GED) certificate.

Nice To Haves

Experience providing administrative support to executive or senior-level management.
Completion of a business, office administration, administrative support, or related certificate program.
College coursework in business administration, public administration, office administration, communications, or a related field.

Responsibilities

Acts as the liaison for the Vendor Drug Program, providing verbal, written, and hands-on assistance to stakeholders.
Interacts daily with the Directors and Deputy Associate Commissioner.
Responds to policy, process, and procedure inquiries by phone and email, utilizing knowledge of the agency and system policies and procedures.
Interprets policies and procedures and makes administrative support and business-related decisions regarding program assignments in collaboration with the Deputy Associate Commissioner.
Communicates with stakeholders to provide, exchange, or verify agency and program-related information, policies, and processes guidance.
Answers inquiries, addresses issues, and resolves problems as needed.
Provides advance administrative and technical assistance support to the Deputy Associate Commissioner for the Vendor Drug Program.
Provides administrative assistance in the coordination, delegation, and tracking of various administrative assignments and/or activities within the program to ensure timely approval.
Provides technical assistance as needed regarding office procedures and the preparation of documents.
Composes and prepares emails, correspondence, memos, reports, presentations, etc. using Microsoft Suite products (e.g., Outlook, Word, Excel, PowerPoint, Visio, SharePoint, and Teams).
Interprets, reviews, edits and routes correspondence, forms and documents, as appropriate.
Coordinates and maintains Deputy Associate Commissioner’s calendar to include scheduling and prioritizing internal and external appointments/meetings and preparing meeting materials.
Schedules and reserves conference rooms for both routine and ad-hoc meetings.
Takes minutes and captures action items from various workgroups as requested by the Deputy Associate Commissioner or other VDP Directors.
Develops, manages and oversees special projects on behalf of the Deputy Associate Commissioner.
Monitors Deputy Associate Commissioner's email to track requests for meetings, deadlines, etc. and respond as appropriate.
Schedules air and ground travel arrangements (in-state/out-of-state), hotel reservations, and prepares itineraries for the Deputy Associate Commissioner, Vendor Drug Directors and back up for setting up Drug Utilization Board members as needed.
Monitors and assists in preparing budget to ensure funds available for travel and purchases.
Orders supplies and serves as back up to purchases as needed.
Tracks and provides reports as requested on budgets, expenditures and other administrative services within division.
Processes, tracks, monitors, and reports HHS facility orders as needed.
Maintains confidential files for the Deputy Associate Commissioner such as human resource records.
Responsible for assisting with the hiring process and maintaining human resource-related documentation.
Answers main phone line for Deputy Director.
Receives, organizes, and takes action on incoming and outgoing correspondence, including mail, faxes, and emails.