APS Administrative Assistant V

TX-HHSC-DSHS-DFPS • Austin, TX

1d • $3,581 - $5,372 • Onsite

About The Position

Performs advanced (senior-level) administrative support work involving distributing and managing correspondence and information, as well as maintaining and organizing files, records, and calendars. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Requirements

• Graduation from a high school or equivalent
• Five years full-time administrative support, general office, clerical or secretarial experience
• Experience in Microsoft Excel, Word, Outlook and PowerPoint
• Ability to maintain the security and integrity of the infrastructure per Governor Abbot Executive Order GA-48.
• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software.
• Ability to communicate effectively.
• Ability to multi-task and prioritize work to meet deadlines.
• Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.
• Ability to provide guidance to others.

Nice To Haves

• Previous APS experience
• Knowledge of IMPACT and CAPPS Financial

Responsibilities

• Prepares and disseminates information concerning agency programs, services, and procedures.
• Provides complex administrative support to executive leadership in addition to other program management and staff.
• Serves as liaison to address questions, program inquiries and other requests for program information, ensuring and maintaining strict confidentiality with sensitive information.
• Alerts division management or appropriate designees regarding any time-sensitive or urgent inquiries, calls or documents.
• Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
• Develops, reviews, updates, maintains, and disseminates information on program administrative policies and procedures.
• Coordinates the review, editing, proofreading, and formatting of presentations, charts, spreadsheets, reports, written communications and graphs utilizing a variety of software applications.
• Extracts specific detailed information from operating system and populates spreadsheets regarding weekly and monthly detailed report information for program management and staff.
• Answers and routes phone calls; routes mail, files, and orders.
• Makes inquiry calls on behalf of program management, screens incoming calls and arranges conference calls.
• Receives and verifies accuracy of supply orders, prepares detailed reports of department purchases and supply expenditures and disseminates to APS State Office Division management in accordance with established schedule.
• Maintains, tracks, or coordinates office supplies, inventory, and resources.
• Coordinates all program related purchasing functions; compiles supply requests, completes, processes, and tracks applicable purchasing forms, obtains appropriate management approvals and submits orders.
• Maintains records of orders and inventory and follows up with vendors on shipment and delivery.
• Enters and maintains records into logs, spreadsheets, or databases.
• Accurately initiates and monitors procurements through CAPPS Financial requisition process.
• Facilitates updates to procurements through communication with Purchase Support team or by directly updating the CAPPS Financial system.
• Aides program staff with program inquiry research utilizing various internal and external research tools and databases.
• Compiles data for charts, graphs, databases, summaries, or reports.
• Develops and maintains program specific key metric reporting, summaries, and visual aids.
• Collect and assemble cohesive data reporting and summaries from multiple sources for internal and external stakeholders.
• Design visual analytical tools to convey program related data clearly and concisely.
• Maintains scheduling and event calendars.
• Creates and disseminates program work and project schedules.
• Organizes and manages daily meeting and event schedules for program management.
• Disseminates program communications regarding relevant upcoming event and important dates.
• Respond to routine inquiries related to open records requests, administrative rules, regulations, policies, and procedures.
• Responds to routine inquiries regarding open records requests and agency procedures by providing standard information and directing inquiries to appropriate staff as needed.
• Assists in handling open records requests by following established guidelines, maintaining documentation, and ensuring timely communication with requestors.
• Schedule meetings, conferences, seminars, presentations, and trainings.
• Develops and adjusts all meeting and conference agendas and including participant after-hour activities.
• Coordinates travel arrangements and payments for internal and external presenters.
• Organizes program focused meetings and trainings as specified by program management.
• Oversee the procurement of paid trainings and seminars, rental space, audio visual equipment and all presentation related supplies.
• Coordinates schedules for program staff professional speaking engagements.
• Organize and monitor travel arrangements and reimbursement requests for others.
• Manages travel arrangements for program management.
• Processes travel expenses and reimbursements for internal and external stakeholders in accordance with all applicable travel policies and procedures, utilizes appropriate travel request, authorization, and reimbursement software to process travel arrangements.
• Manages overnight and single day travel arrangements for program management.
• Assists program management with processing of travel expenses reimbursements in accordance with all applicable travel policies and procedures.
• Utilizes appropriate travel request, authorization, and reimbursement software to process travel arrangements and reimbursements for program staff.
• Aides and facilitates travel reimbursement solutions for program staff experiencing difficulties.
• Maintain filing systems, including recording information, updating paperwork, or maintaining documents, records, correspondence, or other material.
• Develops, coordinates, and maintains program hard copy and electronic filing systems using standardized formats and document management and storage procedures easily accessible to management and authorized program management and appropriate staff.
• Retrieves information from filing systems as required and formats, edits, compiles, and disseminates as appropriate.
• Maintains records in accordance with all applicable records retention policies and procedures.
• Explain and disseminate information concerning agency programs and procedures.
• This position coordinates with the program director to ensure that information disseminated is pertinent, consistent, and relevant to items deemed necessary per administrative duties.
• Participates in various agency support areas trainings to ensure program procedures remain aligned with overall agency procedures.
• Compile materials for meetings, conferences, seminars, presentations, and trainings.
• Coordinates development and preparing of meeting and event agendas.
• Creates and prepares participant materials, which includes providing participants with both soft and hard copies of relevant materials.
• Ensures all presenters are properly supported including providing presentation materials and supplies.
• Conduct administrative reviews of reports, documents, applications, or summaries to ensure administrative completeness.
• Performs comprehensive analysis of current administrative reports and tools to ensure compliance with program and agency standards.
• Reviews internal program documentation for format and functionality.
• Evaluates, proof-reads and edits program communications prior to distribution to verify accuracy and completeness.
• Conducts periodic audits of purchases, requisitions, and deliverables.
• Respond to complex inquiries regarding a technical program; open records requests; or administrative regulations, policies, and procedures.
• Assists staff, volunteers, and interns with computer set up, addition of needed programs, and instruction for use of each program.
• Supports program staff by providing guidance on tools available for accessing employee support services, including agency wide policies and procedures.
• Primary contact person between program and procurement vendors.
• Compile and edit data for charts, graphs, and databases, and prepare summaries or reports.
• Generates, formats, and disseminates regularly scheduled and ad-hoc reports utilizing data from sources such as internal databases and other agency resources.
• Data is maintained in charts, graphs is edited on weekly, monthly, and yearly basis or as needed for specific reporting requested by program management.
• Maintains knowledge of DFPS policies and procedures and communicates proposed updates to coincide with program policies to ensure congruence.
• Provide guidance to other staff performing clerical and administrative work.
• Trains new incoming staff, interns, volunteers, and contractors.
• Maintains primary year-round calendar which contains work schedules for all staff, volunteers, contractors, and interns.
• Works closely with program management when corrective action is recommended.
• Perform administrative edits to data in charts, graphs, and databases; and prepare summaries or reports.
• Works directly and collaboratively with program support staff on an ongoing basis to review, verify, and reconcile charges, ensuring all items are accurately categorized and properly reflected within charts, graphs, and databases to support the preparation of precise summaries and reports.
• Creates, maintains and enters information into databases and aids other program administrative support staff with compiling, organizing, tracking and monitoring various types of information, including but not limited to: SPARC, CAFM, DFPS Cost Pool, CAPPS, TIERS, WTPY, IMPACT, TAS, eTravel, DFPS Meeting Room Manager and others.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Acts as primary contact for program specific inquiries and communications submitted to program supported electronic mail system.
• Maintains electronic email system records in the execution of daily work-related tasks and inquiries.
• Responses in a professional manor to internal and external electronic communications on behalf of program management.
• May serve as a lead or in a supervisory role.
• Involved in training and monitoring new administrative staff during the first few months of tenure.
• Provides quality assurance focused assessments and corrective training when appropriate.
• Performs related work as assigned.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members
• Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave
• Optional dental, vision, and life insurance
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment
• Public Service Loan Forgiveness

What This Job Offers

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