Business Operations Finance Executive Assistant II

TX-HHSC-DSHS-DFPS • Austin, TX

6d • Hybrid

About The Position

The Executive Assistant II position requires a high degree of professionalism, discretion, and the ability to coordinate with internal departments and external stakeholders. The executive assistant plays a critical role in enabling the leadership team to operate at their highest level by performing highly complex (senior-level) professional assistance reporting to the Deputy Associate Commissioner of the Business Operations Finance within the Behavioral Health Services Division. Work involves managing complex, constantly shifting calendars across multiple senior leaders. The Executive Assistant works under limited supervision, with considerable latitude for the use of initiative and independent judgment, and attends work on a regular and predictable schedule in accordance with agency leave policy. Prepares and handles confidential materials, correspondence to executives, memos, reports, and develops complex spreadsheets. Assists in the Office’s budget preparation for supplies as requested. Provides support to the office on human resource issues. Coordinates critical data file maintenance, support, and record keeping. Provides assistance to departments within the division, as needed, contributing to the overall success of the Division. Performs other duties as assigned.

Requirements

• Ability to handle high-level administrative issues, to analyze and solve work-related problems
• Knowledge of business English, grammar, spelling, and punctuation.
• Skill in the use of Microsoft Office applications, including Word, Excel, PowerPoint, Visio and especially Outlook email and calendar applications. Highly skilled in hard copy and electronic file maintenance systems.
• Ability to apply and interpret departmental rules, regulations, policies, and procedures.
• Ability to independently produce accurate, complex reports, correspondence, tables, slide presentations, charts and spreadsheets
• Ability to deal with stressful, difficult situations with diplomacy and tact in interactions with both external and internal HHSC team members.
• Knowledge of agency rules, regulations, policies and procedures.
• Ability to coordinate projects with internal and external staff
• Ability to use CAPPS, HHSC Oracle platforms and Peoplesoft.
• Four or more years of advanced administrative support assisting executives or senior management.
• Administrative support experience working with the public in person and via other cloud-based collaboration apps, along with experience with use of MS Office, including Outlook, Word, Excel, Visio, and PowerPoint applications.

Nice To Haves

• Graduation from an accredited four-year college or university with major course work in business administration or a related field is preferred. Experience may be substituted for education.

Responsibilities

• Provides comprehensive administrative and operational support by keeping track and following up on strategic initiatives and executive action items.
• Evaluates documents submitted for administrator's signature.
• Assist in creation of executive-level presentations, dashboards, and other reports assigned.
• Prepares and handles confidential materials, correspondence, memos, reports, and complex spreadsheets to be retained in paper or electronic files, working from a draft or from transcribed data.
• Drafts responses for routine and non-routine correspondence.
• Prepares complex reports as directed by the Director and other Directors within the division.
• Handle sensitive financial, personnel, and strategic information with the highest level of confidentiality.
• Support budgeting coordination, expense oversight, and reporting needs.
• Maintains Directors calendar, schedules/coordinates meetings, including meetings conducted in person, by telephone and through electronic media and proactively resolves scheduling conflicts.
• Provides support to the office in coordinating the onboarding of staff and maintains organizational charts.
• Coordinates the needs related to space, facilities, telecommunications, office equipment and software.
• Tracks and maintains records on training needs and completions.
• Assists in the tracking of expenditures including travel (in-state and out-of-state), operating costs (i.e. supplies, consumables) and utilities (i.e. cell phone costs).
• Prepares and submits requisitions for purchases and services.
• Coordinates critical data file maintenance, support, and record keeping, including preparation, editing, formatting, and distribution of reports and documents for the use of agency initiatives and mandates, and Institutional Review Board and Open Record Request requirements.
• Represents the agency with professionalism to both internal and external constituents, committees, work groups, and projects.
• Provides assistance to departments within the division, as needed, contributing to the overall success of the Division.
• Performs related duties as assigned

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level