State Hospital Operations Administrative Assistant

TX-HHSC-DSHS-DFPS•Austin, TX

11d•$2,953 - $4,366•Onsite

About The Position

The Administrative Assistant performs complex administrative support and technical program assistance for State Hospitals Operations program staff, and other Leadership staff within Central Administration. Manages and maintains schedules and travel arrangements. Coordinates and completes travel for Operations program staff and may assist other staff within Central Administration on an as needed basis. Provides some human resources support. Stays current on policies and procedures as they relate to administrative support functions. Works under general supervision with moderate latitude for the use of initiative and independent judgment. Performs other duties as assigned, to include providing support to Central Administration and the State Hospital staff as deemed necessary by the Director of Support Services. Performs other duties as assigned. Other duties as assigned include actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Essential Job Functions (EJFs): Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned. Communicates on an intermediate level with internal and external customers to proactively provide, exchange, or verify information, answer inquiries, address issues, or resolve problems. Makes travel arrangements to include airfare, hotel, and rental car reservations. Submits travel reimbursement claims on behalf of the Central Administration and the State Hospital staff and Operations program staff. Collaborates with the Administrative staff to create a harmonious, efficient, and productive office environment for the State Hospitals Central Administration office. Interacts and communicates using professionalism, integrity, sound judgment, discretion, and confidentiality at all times. Manages all information flow in a timely and accurate manner May collaborate with the Administrative Services Manager and Staff Services Officer for Human Resources related activities, for on-boarding and off-boarding employees, requesting office supplies and other purchases, requesting assistance with building related issues, and other staff services duties. Coordinates general office duties such as answering phone calls and directing issues received by phone, email, or mail; distributing daily mail as needed; conference room scheduling; monitoring, maintaining and distributing supplies, as well as other duties as assigned or required. Develops and maintains filing, record-keeping, and records management systems which may include confidential information; and records retention. This work includes maintaining naming conventions on shared drives and assisting in maintaining files and record keeping for the Operations team. Develops tracking systems and timelines for operational and business needs for the Director of Support Services. Compiles reports, updates and proofs a variety of department data, reports, and manuals according to instructions. Compiles and enters data for charts, graphs, databases, summaries, or reports. May research, compose, design, proofread or edit agency publications such as brochures, forms, letters, memoranda, literature, reports, manuals, and presentation slides using MS Word, Excel, Access, and PowerPoint software utilizing desktop publishing techniques. Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (5%)

Requirements

At least 3 years of clerical, secretarial, or office experience required
One (1) year experience arranging travel for a group of staff required
Knowledge of modern office practices and administrative procedures and process and use of office machines and equipment
Knowledge of the HHS travel system or a similar system
Knowledge and experience with open records requests and public information act
Skills in finding innovative solutions to administrative problems
Skills using a computer and applicable software (i.e. Microsoft Office particularly Word, Excel, Outlook, Excel, PowerPoint, and Access)
Skills, or ability to become proficient, in the use of SharePoint
Ability to interpret state and federal rules, regulations, policies, and procedures
Ability to communicate effectively with others both orally and in writing
Ability to answer telephones and greet internal and external customers cordially
Ability to provide administrative support to executive level management and program staff with competing deadlines
Ability to work in a team environment and resolve conflict with co-workers
Ability to initiate and carry out work assignments while multi-tasking
Ability to seek guidance when given assignments and/or tasks
Ability to schedule and organize meetings between participants
Ability to effectively and proactively manage an executive level calendar
Ability to work in a fast-paced, and sometime stressful environment and the ability to follow complex and written instructions
Ability to coordinate meetings, conference calls, video conferences, conferences, seminars including taking, transcribing and distributing minutes in a timely manner
Ability to create and maintain databases and tracking systems for various projects

Responsibilities

Performs complex administrative support and technical program assistance for State Hospitals Operations program staff, and other Leadership staff within Central Administration.
Manages and maintains schedules and travel arrangements.
Coordinates and completes travel for Operations program staff and may assist other staff within Central Administration on an as needed basis.
Provides some human resources support.
Stays current on policies and procedures as they relate to administrative support functions.
Works under general supervision with moderate latitude for the use of initiative and independent judgment.
Performs other duties as assigned, to include providing support to Central Administration and the State Hospital staff as deemed necessary by the Director of Support Services.
Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
Communicates on an intermediate level with internal and external customers to proactively provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.
Makes travel arrangements to include airfare, hotel, and rental car reservations.
Submits travel reimbursement claims on behalf of the Central Administration and the State Hospital staff and Operations program staff.
Collaborates with the Administrative staff to create a harmonious, efficient, and productive office environment for the State Hospitals Central Administration office.
Interacts and communicates using professionalism, integrity, sound judgment, discretion, and confidentiality at all times.
Manages all information flow in a timely and accurate manner.
May collaborate with the Administrative Services Manager and Staff Services Officer for Human Resources related activities, for on-boarding and off-boarding employees, requesting office supplies and other purchases, requesting assistance with building related issues, and other staff services duties.
Coordinates general office duties such as answering phone calls and directing issues received by phone, email, or mail; distributing daily mail as needed; conference room scheduling; monitoring, maintaining and distributing supplies, as well as other duties as assigned or required.
Develops and maintains filing, record-keeping, and records management systems which may include confidential information; and records retention.
Maintains naming conventions on shared drives and assisting in maintaining files and record keeping for the Operations team.
Develops tracking systems and timelines for operational and business needs for the Director of Support Services.
Compiles reports, updates and proofs a variety of department data, reports, and manuals according to instructions.
Compiles and enters data for charts, graphs, databases, summaries, or reports.
May research, compose, design, proofread or edit agency publications such as brochures, forms, letters, memoranda, literature, reports, manuals, and presentation slides using MS Word, Excel, Access, and PowerPoint software utilizing desktop publishing techniques.