Administrative Assistant IV

TX-HHSC-DSHS-DFPS • Austin, TX

5d • $3,248 - $4,043 • Hybrid

About The Position

The Administrative Assistant IV in the Maternal and Child Health Epidemiology (MCHE) Unit performs advanced (senior-level) administrative support and technical program assistance work for the MCHE Director as well as staff. The position has limited supervision and considerable latitude for the use of initiative and independent judgment. Functions may require coordination with other DSHS divisions, sections, units, and other state and federal agencies, legislative staff, private entities, stakeholders, and the public at large. Develops, coordinates, and maintains filing and routing systems for MCHE, along with new hire interview and new employee orientation packets. Manages and maintains schedules for MCHE director and managers. Coordinates and schedules meetings and staff travel, including conference registration, reservations, as well as pre-pay and reimbursement processing. Responsible for all MCHE purchasing to ensure that staff have needed supplies and equipment on a timely basis and managing equipment malfunctions to ensure limited disruption to staff work. Also ensures that MCHE staff have needed software license renewals and upgrades, including developing and maintaining an inventory of all MCHE software for this purpose. Serves as Record Coordinator for the Unit. Performs other general administrative work as assigned, including assisting with receptionist duties for Maternal and Child Health (MCH) Section coverage.

Requirements

• Knowledge of office practices and administrative procedures.
• Knowledge of state travel, purchasing, and special software processes.
• Knowledge of English grammar, spelling, punctuation, and writing style.
• Skill in organizing, supporting, coordinating, facilitating, and monitoring various activities of diverse individuals and/or groups and teams.
• Skill in time management, organizing workloads, and setting priorities to meet deadlines.
• Highly skilled in email, e.g., Outlook, and calendar software functions.
• Skill in searching the Internet for information.
• Skill in constructing and maintaining databases and spreadsheets.
• Skill in constructing, proofing, editing, formatting, and maintaining documents, databases, and spreadsheets.
• Skill in organizing information and developing reports, training materials and presentations using word processing and other software (MS Word, PowerPoint, Excel).
• Skill in communicating information clearly, concisely, and effectively, both verbally and in writing.
• Skill in taking and producing accurate meeting notes or minutes.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Skill in coordinating, facilitating, organizing, and processing travel arrangements and reimbursements.
• Skill in reviewing budgets and preparing purchasing approvals.
• 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 and cope well in stressful environments.
• Ability to write clearly and concisely with minimal grammar, spelling, punctuation, and formatting errors.
• 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 and critical thinking in evaluating situations, making decisions, and effectively working through areas of conflict.
• Ability to establish and maintain effective working relationships with supervisors and co-workers.

Nice To Haves

• Junior/community college/college coursework preferred.
• Prior administrative work in a technical field preferred.

Responsibilities

• Develops, coordinates, and maintains filing and routing systems for MCHE.
• Provides administrative and customer support relating to budget, personnel, and travel documents.
• Analyzes, develops, and implements technical solutions to administrative problems including the creation of libraries for documents, policies, procedures, forms, and resources, especially as they relate to contracts, administrative policies, and procedures.
• Acts as liaison for the Unit to coordinate administrative procedure and policy updates with Section and Division.
• Acts as surrogate for Unit staff for travel arrangements, travel authorizations, travel advances, and travel claims for reimbursement in eTravel in accordance with agency travel procedures.
• Track travel expenses and reports to Unit, Section, and Division.
• Trains and oversees MCHE staff on travel policies and procedures.
• Coordinates general office duties such as ordering supplies, equipment, and maintaining work environment.
• Responsible for all MCHE purchasing to ensure that staff have needed supplies and equipment on a timely basis and managing equipment malfunctions to ensure limited disruption to staff work.
• Ensures that MCHE staff have needed software license renewals and upgrades, including developing and maintaining an inventory of all MCHE software for this purpose.
• Coordinates office events and promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
• Performs other general administrative work as assigned, including assisting with receptionist duties for MCH Section coverage.
• Manages and maintains schedule for MCHE Director and managers.
• This work includes scheduling individual and unit meetings and adjusting meeting invitations when needed.
• Also includes assistance in compiling materials for meetings, conferences, and presentations.
• Assists with scheduling virtual and in-person interviews for job applicants, preparing interview packets, assisting with the onboarding/offboarding process and documents for new hires including full-time employees and contractors, ID badge processing and other support work.
• Maintains status and operational reports and works with Section Staff Service Officers to track cubicle and office space.
• Serves as Records Coordinator for the Unit, working with assigned staff to determine appropriate retention timeframe and electronic and physical document destruction processes.
• Provides technical assistance to staff with records retention issues and state library requests.
• Trains staff in records retention policies and procedures.
• Compiles and completes monthly or weekly submissions to the Division and Section Open Records Reports, organization chart & vacancy updates, and Contract Workforce Data report.
• Assists with medico-legal records requesting for the Maternal Mortality and Morbidity Review Committee as needed.
• Actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery, Continuity of Operations (COOP) activation, and/or serving on the State Medical Operations Center (SMOC) team.

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: High school or GED