Executive Assistant I

TX-HHSC-DSHS-DFPS•Brenham, TX

10d•$3,700 - $5,372•Onsite

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage. Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you! Under the direction of the SSLC Director, the Executive Assistant performs highly complex (senior-level) professional assistance and support work. The Executive Assistant assists the Director manage their daily schedule. Coordinates and tracks executive assignments and activities, makes travel arrangements, completes purchase requisitions, schedules meetings and trainings, answers the telephone, responds to inquiries, and performs other duties as assigned by the Director. The Executive Assistant position requires leadership qualities such as adaptability, flexibility, dependability, and accountability. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. The Executive Assistant position requires excellent writing and verbal communication skills, the ability to manage confidential information, and the ability to work effectively with agency executives, stakeholders, and citizens. The Executive Assistant must be able to handle the demands of a fast-paced office with constantly changing demands and priorities. Position works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Requirements

Five years of experience in providing high-level administrative support to executive-level leadership.
Experience coordinating, tracking, and responding to executive assignments.
Experience developing processes and procedures.
Knowledge of agency administrative policies and procedures.
Knowledge of Microsoft Office products: Microsoft Word, Outlook, Excel, Visio, PowerPoint, etc.
Knowledge of state records retention policies and procedures.
Skill in responsible office management.
Skill in organizing, time management, and planning.
Skill in developing goals and objectives; problem-solving techniques, and development of procedures to monitor and evaluate progress.
Ability to analyze complex work problems and to make decisions affecting the operation of administrative functions.
Ability to communicate effectively with diverse staff (orally and in writing) and with the general public.
Ability to work effectively with agency personnel and the public.
Ability to work independently and gather information from a variety of sources and synthesize and translate detailed information into simpler terms.
Ability to work on multiple projects with frequent deadlines.
Ability to assign, delegate, and coordinate work assignments of others.
Ability to proofread and edit for grammatical content.
Ability to keep the Superintendent organized and informed of deadlines, commitments, and decisions that need to be made.
Ability to establish and maintain effective, positive working relationships with supervisors and co-workers, maintaining confidentiality as required.
Ability to adapt to a fast-paced dynamic work environment.
Must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/Entities (LEIE).
Males between the ages of 18 – 25 must be registered with the Selective Service.
All State Supported Living Center Employees are subject to Random Drug Testing.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Nice To Haves

HHSC experience preferred.

Responsibilities

Provides executive-level administrative assistance to the Director.
Evaluates requests and inquiries to determine which are priority matters and alert the Director accordingly.
Prepares advance daily meeting materials keeps files organized for ready retrieval.
Maintains electronic and hard copy filing and record-keeping systems.
Ensures the effective management of the Director’s schedule.
Monitors and maintains the Director’s calendar in Microsoft Outlook.
Ensures the calendar is updated and identifies potential scheduling conflicts.
Interacts frequently via telephone, email, and TEAMs with employees.
Interacts regularly with employees in the agency’s administrative and division offices.
Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the Director.
Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings, making travel arrangements and reimbursement requests.
Prepares handouts and other materials necessary for assigned meetings
Manages action items for the Director to ensure timely approval of contracts, reports, correspondence, and HR related documents.
Logs and tracks all documents that require the Director’s signature.
Assists in the coordination and tracking of various administrative assignments and/or activities within the SSLC.
Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents.
Process all documents in a timely, efficient, and confidential manner.
Prepares and coordinates all travel arrangements for the Director, and others as assigned, through the department’s e-Travel system.
Ensures in-state and out-of-state travel requests are prepared according to agency and division policy and tracked through final approval or denial.
Offers technical advice and assistance to division personnel in administrative policy and procedure matters.
Purchasing for SSLC using CAPPs financial system, approved vendors, and within all policies related to state of Texas purchasing.
Provides backup administrative assistance to other executive staff and employees within the office, as needed.
Participates as a member of the support staff team, assisting other executives.
Trains and counsels new staff on policies associated with the Director’s office and HHSC/HSCS procedures.
Attends a limited number of meetings and provides written meeting minutes/summary to attendees.
Actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
May require an alternate shift pattern assignment and/or location for disaster response or COOP activation.