Executive Assistant I

TX-HHSC-DSHS-DFPS • Austin, TX

4d • $3,581 - $4,477 • Onsite

About The Position

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us. DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page. Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Under the supervision of the Director of Data Analytics & Special Projects (DASP) within the Community Health Improvement (CHI) Division, coordinates and provides high-level administrative support and technical assistance that requires internal and external coordination for the CHI Division Office and the DASP Section. In coordination with the Associate Deputy Commissioner (ADC) and the DASP director, responds to requests for information from the Deputy Commissioner for CHI. Evaluates requests and inquiries to determine which are priority matters and alerts the ADC and DASP director accordingly. Assists with reviewing, coordinating, and tracking assignments and inquiries for the CHI Division Office. Compiles and submits Open Records and Public Information Act requests within the allotted time frame to the Division Office. Monitors shared inboxes and routes items to Division Office staff appropriately. Produce reports as requested for the Division Office and DASP. Schedules, coordinates, and prioritizes internal and external appointments and meetings. Monitors the ADC and DASP Director’s email and calendars and identifies potential scheduling conflicts. Orders office supplies, creates and completes requisitions, and processes invoice approvals. Provides assistance and support to staff to complete travel authorizations and travel requests. Works with the Division Staff Services Officer to assist in coordinating interviews and onboarding for DASP staff. Coordinates travel arrangements and purchasing as needed. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment. To perform these job duties, this position may require working additional hours as needed to meet defined deadlines and support the agency’s mission-critical reporting requirements.

Requirements

• A minimum of 3 years of experience as an Administrative Assistant, office manager, or Executive Assistant is required.
• At least 2 years of experience in providing technical assistance and administrative support to management or staff.
• At least 2 years of experience in time management, organizing workloads, and setting priorities to meet deadlines required.
• Knowledge of office management principles, practices, and standard and administrative procedures.
• Knowledge of State of Texas Open Records and Public Information Act reporting and routing.
• Knowledge of State of Texas travel rules and regulations.
• Knowledge of State of Texas purchasing systems, procedures, and standards.
• Knowledge of English grammar, spelling, punctuation, and writing style.
• Skill in written and verbal communication.
• Skill in time management, planning, prioritizing, and organizing workload to meet deadlines.
• Skill in bookkeeping.
• Skill in the use of standard office machines and equipment.
• Ability to track and prioritize multiple tasks and assignments.
• Ability to handle the demands of a fast-paced office.
• Ability to manage confidential information and sensitive issues and materials.
• Ability to handle high-level administrative issues.
• Ability to analyze and solve work-related problems independently.
• Ability to prepare correspondence independently, proofread, and edit.
• Ability to communicate effectively and courteously with executives, staff, and the general public.
• Ability to plan and schedule meetings and make travel arrangements.
• Ability to understand and follow instructions and office procedures both verbally and in written form.

Nice To Haves

• At least 2 years of experience using Microsoft Office, including Outlook, Excel, PowerPoint, Teams, SharePoint and Word, other spreadsheet, database, or word processing software programs preferred.

Responsibilities

• Supports Division Office administrative operations.
• Responds to requests for information from the Deputy Commissioner for CHI in coordination with the ADC and DASP Director.
• Evaluates requests and inquiries to determine priority matters and alerts the ADC and Director accordingly.
• Assists, reviews, coordinates, and tracks assignments and inquiries for the CHI Division Office.
• Compiles and submits Open Records and Public Information Act Request requests within the allotted timeframe.
• Prepares correspondence, forms, meeting agendas, and organizational charts using Microsoft Word, Excel, Outlook, and SharePoint.
• Proofs all correspondence for accuracy before routing for the Deputy Commissioner and Director's signature/approval.
• Maintains official copies of correspondence.
• Provides technical guidance and advice on administrative policies, procedures, standards, and other matters to Division Office staff.
• Interacts via telephone and email with staff of other state, local, and federal agencies.
• Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the Director and Division Office.
• Provides high-level administrative assistance and support to Director and other staff within the Division office and DASP.
• Schedules, coordinates, and prioritizes internal and external appointments and meetings for DASP and division staff.
• Coordinates assigned meetings and conference calls as needed.
• Prepares handouts, agendas, and other materials necessary for office and division meetings and presentations.
• Schedules and reserves conference rooms for DASP and division staff, as needed.
• Develops and coordinates property management and IT requests for ODASP and division.
• Greets and directs visitors to the appropriate staff.
• Manages section email inboxes.
• Works with Division Staff Services Officer to assist in coordinating setting up interviews, on-boarding process and coordinating with Division IT liaison.
• Requesting badge requests and updating organizational chart.
• Acts as back up for other administrative staff and the Staff Services Officer.
• Train and mentor new administrative staff as needed.
• Plans, directs, and coordinates special projects, activities or events.
• Serves as a resource for division staff in the proper processes and steps in accomplishing administrative tasks.
• Assists in the preparation of administrative reports and specialized projects for the Division Office and DASP.
• Measures progress made on plans or projects, presenting updates to staff involved in the planning process.
• Responsible for routine and ad hoc administrative reports.
• May serve on workgroups.
• Coordinates travel arrangements, hotel reservations, and prepares itineraries for Director and staff of ODASP and CHI DO, as needed.
• Prepares and submits travel vouchers for reimbursement.
• Coordinates CHI Division Office purchase needs by preparing, creating, processing, and monitoring purchase requisitions.
• Completes section supply orders and processes invoice approvals.
• Tracks requisitions, invoices, and payments for the section.
• Performs other duties as assigned, including actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Benefits

• Insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed