Executive Assistant I

TX-HHSC-DSHS-DFPS•El Paso, TX

26d•$3,581 - $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. Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, two youth residential treatment facilities, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below. Under the direction of the Director V- Superintendent, the Executive Assistant performs highly complex (senior-level) professional assistance and support work. The Executive Assistant is responsible for assisting with the daily schedule of the Superintendent, coordinating and tracking executive assignments and activities, making travel arrangements, completing purchase requisitions, scheduling meetings and trainings, answering the telephone, responding to inquiries, and performing other duties as assigned by the Superintendent. 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. Performs other duties as assigned. Other duties as assigned include but are not limited to 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. Such participation may require an alternate shift pattern assignment and/or location. Essential Job Functions (EJFs): Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned. Provides executive-level administrative assistance to the Superintendent. Evaluates requests and inquiries to determine which are priority matters and alert the Superintendent accordingly. Prepares advance daily meeting materials and keeps files organized for ready retrieval. Maintains electronic and hard copy filing and record-keeping systems. Ensures effective management of the Superintendent’s schedule. Monitors and maintains the Superintendent’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 Superintendent. 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 Superintendent to ensure timely approval of contracts, reports, correspondence, and HR related documents. Logs and tracks all documents that require the Superintendent’s signature. Assists in the coordination and tracking of various administrative assignments and/or activities within the hospital. 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 Superintendent through the department’s e-Travel system. Assures in-state and out-of-state travel requests are prepared according to agency and division policy and tracked through final approval or denial. Includes offering technical advice and assistance to division personnel in administrative policy and procedure matters. Purchasing for SH 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 council new staff on policies associated with the Superintendent’s office and HHSC/HSCS procedures. Attends a limited number of meetings and provides written recap to attendees. Performs other duties as assigned. Other duties as assigned include but are not limited to 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. Such participation may require an alternate shift pattern assignment and/or location.

Requirements

Minimum of five years of experience providing high-level administrative support to executive leadership (within the last ten years)
Two (2) years’ experience developing processes and procedures for complex administrative organizations
Two (2) years’ experience creating travel arrangements and reimbursement
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
Skills in responsible office management
Skills 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

Nice To Haves

HHSC experience preferred

Responsibilities

Assisting with the daily schedule of the Superintendent
Coordinating and tracking executive assignments and activities
Making travel arrangements
Completing purchase requisitions
Scheduling meetings and trainings
Answering the telephone
Responding to inquiries
Performing other duties as assigned by the Superintendent
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
Provides executive-level administrative assistance to the Superintendent
Evaluates requests and inquiries to determine which are priority matters and alert the Superintendent accordingly
Prepares advance daily meeting materials and keeps files organized for ready retrieval
Maintains electronic and hard copy filing and record-keeping systems
Ensures effective management of the Superintendent’s schedule
Monitors and maintains the Superintendent’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 Superintendent
Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings
Makes travel arrangements and reimbursement requests
Prepares handouts and other materials necessary for assigned meetings
Manages action items for the Superintendent to ensure timely approval of contracts, reports, correspondence, and HR related documents
Logs and tracks all documents that require the Superintendent’s signature
Assists in the coordination and tracking of various administrative assignments and/or activities within the hospital
Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents
Processes all documents in a timely, efficient, and confidential manner
Prepares and coordinates all travel arrangements for the Superintendent through the department’s e-Travel system
Assures 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 SH 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 council new staff on policies associated with the Superintendent’s office and HHSC/HSCS procedures
Attends a limited number of meetings and provides written recap to attendees