Child Care Regulation Administrative Assistant IV

TX-HHSC-DSHS-DFPS•Austin, TX

10d•$3,979 - $4,837•Onsite

About The Position

Performs highly advanced professional, administrative, secretarial, and technical support to Child Care Regulation (CCR) State Office staff. Duties involve answering the phones and emails to provide comprehensive information to the public about Child Care Regulation, preparing and distributing communications and other correspondence, and scheduling routine and complex meetings to support the CCR State Office. This position coordinates travel for multiple staff, completes travel forms and obtains necessary signatures, and ensures proper hotel documentation is collected for reimbursement. This position orders supplies for CCR State Office as needed, completes CCR State Office purchases, accounts for agency assets, completes and submits forms to secure equipment/space/software access for staff additions, moves and changes. Work involves preparing reports, filing, archiving records, data entry, checking and distributing mail, and other administrative duties as assigned. This position interacts routinely with HHSC staff including CCR state office and regional staff, other agency divisions, representatives from various stakeholder organizations, and the general public. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment.

Requirements

Graduation from high school or General education development (GED)
One year full-time administrative support, general office, clerical, or secretarial experience.

Nice To Haves

Experience processing travel arrangements preferred
Customer Service preferred

Responsibilities

Completes CCR State Office staff travel arrangements, travel authorizations, travel advances, and travel claims for reimbursement in eTravel in accordance with agency travel procedures.
Tracks travel expenses and submits monthly reports to Budget.
Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of CCR State Office Staff.
Routes incoming calls from members of the general public and other stakeholders to the appropriate staff or department.
Collects, reviews, and sends out mail for the CCR State Office.
Provides administrative and customer support relating to budget, personnel, and travel documents.
Assists with the onboarding/offboarding process and documents for new hires including full-time employees and contractors, ID badge processing and other support work.
Submits and monitors network request forms for different applications.
Coordinates general office duties such as ordering supplies and equipment, submitting work orders, and maintaining work environment.
Responsible for CCR purchasing to ensure that staff have needed supplies and equipment on a timely basis and managing equipment malfunctions to ensure limited disruption to staff work.
Coordinates office events and promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
Works include scheduling individual and team meetings and adjusting meeting invitations when needed.
Assistance in compiling materials for meetings, conferences, and presentations.
Develops, coordinates, and maintains filing and routing systems.
Analyzes, develops, and implements technical solutions to administrative problems including the creation of libraries for documents, policies, procedures, forms, and resources, especially as they relate to administrative policies and procedures.
Assists the CCR Records Coordinator to determine appropriate retention timeframe and electronic and physical document destruction processes.
Provides technical assistance to staff with records retention issues and state library requests.
Performs other general administrative work as assigned, including assisting with other administrative duties for State Office coverage.