APS Administrative Assistant V

Texas Health & Human Services Commission • Austin, TX

1d • $3,581 - $5,372 • Onsite

About The Position

The Adult Protective Services (APS) Administrative Assistant V reports directly to the APS Director of Field Operations, performing advanced (senior level) administrative support work for the APS Director of Field Operations and State Office. This role serves as a primary point of contact for APS State Office by managing telephonic and electronic inquiries, coordinating schedules, processing physical mail, maintaining administrative records and resources, and providing general administrative program support. This position works under limited supervision with considerable latitude for the use of initiative and independent judgment. This is a full-time in-office position located in Austin, Texas.

Requirements

• Graduation from high school or equivalent.
• 2 years full-time administrative support, general office, and clerical experience.
• 2 years of experience using Outlook, Excel, Word and PowerPoint.
• Knowledge of office practices, administrative procedures, and records management.
• Skill in using Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, and Adobe Acrobat.
• Skill in effective verbal and written communication and providing professional customer service orientated support to agency staff and external stakeholders.
• Skill in organizing and maintaining schedules, correspondence, records, and administrative information.
• Ability to establish effective working relationships and interact professionally with staff and members of the public.
• Ability to work independently, prioritize multiple assignments, exercise sound judgment, and appropriately handle confidential or time-sensitive information.

Responsibilities

• Serves as a primary point of contact for APS State Office by answering and routing telephone calls, responding to general program inquiries, and directing callers to appropriate staff or subject matter experts. Accurately records and communicates messages and ensures urgent or time-sensitive matters are appropriately escalated.
• Monitors the APS State Office departmental electronic communications inbox. Reviews and responds to inquiries submitted by members of the public, provides general program information and resources as appropriate, and routes inquiries requiring specialized program knowledge to the appropriate staff or subject matter expert.
• Coordinates and maintains program staffing calendar and schedule. Communicates schedule information and changes and assists with ensuring appropriate coverage.
• Receives, reviews, sorts, and coordinates daily incoming and outgoing APS State Office mail. Maintains logs of incoming and outgoing correspondence as required.
• Develops and maintains APS State Office electronic and hard-copy filing systems in accordance with agency records management and document management requirements.
• Provides administrative support to the APS Director of Field Operations, including maintaining calendars and schedules, organizing information, preparing correspondence and documents, and assisting with other administrative needs.
• Creates and maintains APS State Office electronic administrative resources, including contact lists, telephone and email directories, program points of contact, schedules, and other reference materials.
• Assists with maintaining physical office resources, including monitoring supply needs, coordinating equipment repairs, and maintaining related inventories.
• Creates and distributes reports, schedules, correspondence, and other administrative documents using Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Prepares and coordinates routine information technology requests, including requests submitted through the SPARC system.
• Assists with logistical preparation for meetings, conferences, and events, including preparing and organizing meeting materials, coordinating supplies, and assisting with room setup and other administrative needs.
• Takes notes and tracks action items during management and staff meetings.
• Assists APS staff with travel arrangements and reimbursement processes, including coordinating reservations, preparing required travel documentation, reviewing reimbursement requests for completeness, and routing documentation for appropriate review and approval.
• Provides backup administrative assistance with purchase requisitions or other office processes as needed.
• Performs other administrative duties as assigned to support the APS Director of Field Operations and the operational needs of APS State Office.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members
• Retirement plans with lifetime monthly payments after five years of state service
• 401(k) and 457 plans
• Paid vacation, holidays, and sick leave
• Optional dental, vision, and life insurance
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment
• Public Service Loan Forgiveness

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED