Administrative Asst IV

Texas Health & Human Services Commission•Paris, TX

4d•$3,248 - $4,200•Hybrid

About The Position

The Administrative Assistant IV performs moderately complex administrative support work for Utilization Review in the Communications and Planning Department, under the direction of the Budget and Support Services Director. The position supports Utilization Review through stakeholder communications, documentation tracking, coordination of staff assignments, preparation and distribution of reports and correspondence, responses to process inquiries, meeting and training coordination, travel arrangements, expense reconciliation, and purchase requisitions. The Communications and Planning team emphasizes creativity and positivity, personal ownership of words and actions, and awareness of their impact on colleagues. The position may be eligible for partial telework, subject to state and agency policies, supervisor discretion, and business needs. Applicants must be able to report in person to one of the listed locations: Abilene, Austin, Paris, San Antonio, or Weslaco.

Requirements

Experience performing administrative or clerical support duties in an office environment.
Experience using Microsoft Office or Microsoft 365 applications, including advanced knowledge of Outlook, Word, and Excel.
Experience organizing, prioritizing, and tracking multiple assignments or deadlines.
Experience preparing, formatting, reviewing, or processing professional correspondence and other business documents.
Knowledge of administrative office practices and procedures, including correspondence preparation, document management, recordkeeping, and tracking systems.
Skill in using Microsoft 365 applications, including Outlook, Teams, Word, Excel, SharePoint, and PowerPoint.
Skill in maintaining accurate records and tracking multiple assignments and deliverables.
Skill in written and verbal communication and providing professional customer service to internal and external stakeholders.
Ability to organize and prioritize multiple assignments and meet established deadlines.
Ability to communicate instructions and information clearly and route inquiries to the appropriate resource.
Ability to work independently and collaboratively in a team environment.
Ability to maintain accuracy and attention to detail while managing a varied workload.
Ability to report in person to Abilene, Austin, Paris, San Antonio, or Weslaco.

Responsibilities

Provide administrative support to Utilization Review, including coordinating training and meeting rooms, scheduling meetings and interviews, supporting training events, ordering supplies, answering telephone inquiries, routing messages and correspondence, distributing mail, drafting documents, and completing other administrative assignments.
Communicate with external stakeholders to request, obtain, receive, and track supporting documentation required for Utilization Review activities; monitor outstanding requests, follow up as needed, and route received documentation appropriately.
Track unit deliverables and coordinate professional staff assignments as directed by management.
Arrange travel, reconcile expenses, and process purchase requisitions.
Prepare, route, track, and distribute documents, including unit reports, letters, and other documents.
Assist with responding to inquiries regarding unit and agency processes and procedures.