Family Support Services Administrative Asst III

TX-HHSC-DSHS-DFPS•Austin, TX

2d•$2,953 - $3,833•Hybrid

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage. The position reports to the Family Support Services Operations Program Superviser. Performs complex (journey-level) administrative support. Work involves distributing information, maintaining filing systems, and performing administrative support work such as reserving meeting space and preparing materials for meetings and events, making travel arrangements for staff and submitting travel claims. This position trains others. Works under general supervision, with moderate 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.
Skill in planning, prioritizing, and coordinating work in an independent manner.
Ability to analyze data and pay close attention to detail.
Skill in the use of word processing and document layout and design.
Knowledge of electronic data and use of spreadsheet software.
Knowledge of internet research and use.
Skill in interpreting policy and procedures.
Skill in applying departmental policies, procedures, and regulations.
Skill in organizing filing systems, schedules, and daily activities and in coordinating and/or planning meetings.
Ability to implement administrative procedures and evaluate their effectiveness.
Ability to communicate effectively both orally and in writing.
Ability to work well under pressure with limited time restraints.

Responsibilities

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
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 more.
Manages and maintains schedules and travel arrangements for managers and directors. This work includes scheduling individual and team meetings, making adjustments to meeting invitiations when needed, making travel arrangements including airfare, hotel, and car reservations, submitting travel claims on behalf of managers and directors.
Coordinates general office duties such as ordering supplies, submitting purchase orders, and assisting with general human resources work. This work includes gathering input from other division employees regarding their office supply needs and/or purchasing needs, scheduling interviews for job applicants, and more.
Develops and maintains filing, record-keeping, and records management systems. This work includes maintaining naming conventions on the share drive and assisting team manager in maintaining files and record keeping.
Provides assistance managing phone calls, taking and delivering messages, and ensuring staff know when visitors have arrived.
Coordinates the preparation of documents for FSS, such as handouts for meetings and materials for events.
Responds to questions regarding program information and policies.
Assists in researching issues or questions submitted by staff regarding agency processes and procedures.
Develops and reviews training materials when needed.
Trains others on a limited basis (primarily fellow administrative staff).