Asset Management Administrative Assistant

Texas Health & Human Services Commission•Austin, TX

1d•$3,248 - $4,837•Hybrid

About The Position

Performs advanced administrative support work for the Asset Management Office (AMO). Work involves disseminating information, preparing and editing correspondence and reports, maintaining filing and recordkeeping systems, coordinating schedules and travel, and providing guidance to others. Plans, organizes, and implements advanced administrative activities to support AMO operations. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

Requirements

Experience in clerical or administrative support work.
Experience with computers and Microsoft Office software
Knowledge of office practices and administrative procedures; of business terminology, spelling, punctuation, grammar, and records management practices; and of agency programs, policies, procedures, rules, and regulations.
Skill in preparing, reviewing, editing, and distributing correspondence, reports, forms, and other business documents; in maintaining filing and recordkeeping systems; in compiling and analyzing data; in using office equipment and applicable computer software; and in providing customer service to internal and external stakeholders.
Ability to coordinate administrative activities; to maintain schedules and calendars; to organize work and manage multiple priorities; to interpret and apply policies and procedures; to communicate effectively; to handle confidential information; to provide guidance to others; and to work under limited supervision, with moderate latitude for the use of initiative and independent judgment.

Nice To Haves

Graduation from a standard senior high school or equivalent is preferred but not required. Experience and education may be substituted for one another.

Responsibilities

Performs advanced technical and administrative support work. Prepares and disseminates information regarding agency asset management programs and procedures. Provides administrative support to the Asset Management Office and its directors. Tracks AMO program administrative assignments and monitors AMO internal and external program correspondence. Prepares, develops, reviews, edits, and distributes business documents for internal and external asset management stakeholder review and assists in compiling responses through all levels of authority. Ensures inquiries from internal and external asset management stakeholders are resolved promptly and accurately. Applies knowledge of human resources policies and procedures to advise directors on applicable human resources-related issues. Assists directors and AMO staff at all levels with day-to-day support operations.
Coordinates and prepares advanced leadership correspondence, asset management program progress reports, studies, and agency forms. Coordinates asset management programs work internally and with other organizational units, local, state, and federal agencies, and private organizations. Schedules, organizes, and coordinates appointments, meetings, conferences, and travel for the Asset Management Office. Coordinates travel arrangements, including travel authorization forms, flight reservations, rental cars, hotel accommodations, and tracking of the program’s Central Billing Account (CBA) card. Coordinates and tracks required training for AMO employees, and asset management statewide roles as needed and as identified by directors. Creates, reviews, and edits documents requiring director’s approval. Coordinates and updates point of contacts for internal and external asset management stakeholders.
Compiles and analyzes data, performs calculations, and prepares asset management program status and leadership reports to update leadership on key progress indicators for program goals and objectives. Compiles data for charts, graphs, databases, summaries, or reports. Develops or presents training materials and assists in preparing program-related manuals, business processes, desk review procedures, publications, and reports. Researches technical and policy issues and assists in implementing program goals, objectives, and planning activities. Serves as the lead administrative support position responsible for implementing goals and planning documents approved by directors and managers. Supports the program with requisition and purchase order entry and management. Queries budget and financial data and provides monthly updates to support accurate budget and financial reports for directors. Provides backup support to other AMO department staff as needed. Performs related work as assigned.
Answers and routes telephone calls and assists visitors in a professional manner. Responds to internal and external inquiries regarding technical programs and administrative regulations, policies, and procedures. Provides timely and accurate responses to inquiries.
Maintains, organizes, and files correspondence, records, and related documentation, including records that are confidential in nature. Safeguards confidential material in accordance with records management guidelines. Develops administrative policies and procedures as needed.