Family Support Services Administrative Assistant V

TX-HHSC-DSHS-DFPS•Austin, TX

2d•$3,581 - $5,138•Hybrid

About The Position

The position reports to the Family Support Services Operations Program Supervisor. Performs advanced (senior-level) administrative support work. Work involves supporting the Associate Commissioner and Director of Grants, Contracts & Fiscal Administration, coordinating the distribution of information, developing filing systems, and coordinating internal administrative support work. May supervise the work of other administrative staff. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Requirements

Experience in clerical or administrative support work.
Graduation from a standard senior high school or equivalent is generally preferred.
Experience and education may be substituted for one another.
Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software.
Ability to implement new administrative systems and procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to supervise the work of others.

Responsibilities

Attends work on a regular and and predictable schedules in accordance with agency leave policy and performs other duties as assigned.
Manages and maintains schedules and travel arrangements for managers, directors, and executives. This work includes scheduling individual and division meetings, making adjustments to meeting invitations when needed, making travel arrangements including airfare, hotel, and car reservations, submitting travel claims on behalf of directors and executives.
Coordinates meetings, conferences, and seminars. This work includes reserving space, making name tags, making sign-in sheets, creating certificates for attendees, preparing and/or copying materials for attendees such as handouts, working the registration table, and other support work.
Develops and maintains filing, record-keeping, and records management systems. This work includes maintaining naming conventions on the share drive and assisting executives in maintaining files and record keeping.
Coordinates general office duties such as ordering supplies, submitting purchase orders, and assisting with general human resources work. This work includes backing up other administrative staff in the ordering of office supplies, gathering information from division staff on purchasing needs, scheduling interviews for job applicants, assisting with the on-boarding process for new employees, and other support work.
Provides assistance managing phone calls and voicemails, routing messages, monitoring emails, and greeting and directing visitors to the correct staff.
Coordinates the preparation, editing, and distribution of correspondence, reports, studies, forms, manuals and documents. This work includes reviewing and maintaining the FSS New Employee Handbook.
Assists in the development of administrative policies and procedures for the FSS division.
Responds to questions regarding program or administrative policies, and procedures.
Collects, compiles and edits data for charts, graphs, and databases, and prepares summaries or reports.
Assists in researching questions submitted by staff regarding agency processes and procedures.
Trains other administrative staff.
Performs related work as assigned.