Disaster Assistance Administrative Assistant

TX-HHSC-DSHS-DFPS•Austin, TX

1d•Hybrid

About The Position

The Disaster Assistance Administrative Assistant provides comprehensive office and operational support for the Other Needs Assistance (ONA) provision of the Federal Assistance to Individuals and Households Program (IHP). This role is responsible for managing administrative processes, maintaining records, supporting staff logistics, and ensuring efficient day-to-day office operations. Part-time telework up to 3 days a week may be available based on performance, compliance with the agency's telework policy, and business requirements after successful completion of 30-day training period. Telework arrangements are subject to adjustment and change based on policy and operational requirements.

Requirements

Knowledge of office practices
Knowledge of records administration and maintenance
Knowledge of business or program terminology
Skill in working with the public and public groups.
Skill in communicating orally and in writing
Skill in mathematical computations
Ability to maintain complex records and files
Ability to establish and maintain effective working relationships with others
Ability to assist in developing office policies and procedures
Ability to establish priorities relative to importance, setting goals, managing time efficiently, and completing work within required timeframes.
High School graduate or equivalent.
One (1) year experience in an office environment.
Candidates for positions with ONA must pass a FEMA background check.
FEMA’s suitability determination is required to issue credentials for access to data, records, and systems which requires U.S. citizenship.

Nice To Haves

Experience with windows-based software preferred.

Responsibilities

Manages the ordering and inventory of supplies, forms, furniture, and equipment.
Communicate effectively with internal and external stakeholders to exchange information, respond to inquiries, address issues, and resolve problems or complaints.
Prepares and reviews correspondence, forms, and other documents, such as letters, memos, travel, or job announcements.
Processes payment vouchers to ensure accurate and timely vendor payments.
Manages and maintains calendars for assigned staff or functional areas.
Compile materials for meetings, presentations, and trainings.
Plans, schedules, and coordinates staff travel to Disaster Recovery Centers.
Compiles, updates, and distributes daily reports to leadership.