Executive Assistant II

TX-HHSC-DSHS-DFPS•Austin, TX

10d•$4,020 - $5,417•Remote

About The Position

Procurement & Contracting Services is looking to hire an Executive Assistant II. This role performs complex professional assistance work for multiple executives of the Procurement and Contracting Services division at the Texas Health and Human Services Commission. The position operates under limited supervision, with considerable latitude for initiative and independent judgment. It provides technical guidance on administrative matters to Deputy Associate Commissioners, Directors, managers, and office staff. The work involves planning, directing, and coordinating administrative operations, developing, reviewing, and communicating administrative policies, procedures, standards, and methods. The role also includes planning and preparing division reports, coordinating calendars, meetings, and calls, preparing agendas, and documenting action items. Additionally, the Executive Assistant II assists with purchasing activities on behalf of the division and tracks requisitions to facilitate timely acquisition of goods and services. The position assigns, tracks, and coordinates administrative assignments and activities on behalf of executive management, communicates with various levels of staff, and routinely deals with executive leadership needs. It also provides backup to the reception area.

Requirements

Knowledge of business administration practices and procedures.
Knowledge of applicable HHSC rules, regulations, and policies.
Skill in the use of computers and Microsoft Office Suite or equivalent, to include Word, Excel, and/or presentation software programs.
Ability to manage high-level administrative issues.
Ability to analyze and solve work-related problems.
Ability to make informed decisions.
Ability to communicate solutions effectively.
Ability to prepare concise reports, summaries, documents, and other publications.
Ability to organize and prioritize assignments.
Ability to develop work plans.
Ability to coordinate administrative assignments.
Ability to adhere to strict deadlines.
Ability to build effective working relationships.
Ability to provide guidance to others.
Ability to coordinate with other staff, departments, executive leadership, officials, agencies, organizations, and the public.
Ability to communicate effectively both verbally and in writing.
Ability to maintain sensitive and/or confidential information.
Ability to take initiative.
Ability to interpret policies and procedures and to come to reasonable conclusions.
Ability to work independently with minimal supervision.
Ability to utilize agency financial and contracting systems effectively.
Ability to accurately type a minimum of 50 words per minute.
Must be detail oriented.
Must be able to work in a fast-paced environment with competing priorities.
Must provide customer service excellence.
Four years' experience providing professional administrative assistance.

Nice To Haves

Two years’ experience providing professional administrative assistance to senior or executive staff, preferred.
Graduation from an accredited college or university with major coursework in a field related to program area is preferred.

Responsibilities

Manages multiple calendars for PCS executive management, including coordinating and scheduling appointments and meetings.
Coordinates and prepares agendas, meeting notes or minutes, and documents action items.
Coordinates assigned projects and deadlines and communicates to respective management and/or staff to ensure completion.
Organizes and schedules team training and engagement activities.
Assists with scheduling interviews, contacting applicants, providing job posting/description, and confirming interviews.
Reserves conference/training rooms for associated activities.
Assists in the coordination and acquisition of goods and services for the division.
Researches goods and services utilizing procurement policies and processes.
Submits complete and accurate requisitions and supporting documentation.
Utilizes agency procurement and contracting systems (CAPPS and SCOR) to provide status updates and retrieve contract documentation.
Ensures timely and accurate receipt of goods and services and completion of required receiving documentation.
Completes the division’s requisitions tracking worksheet to ensure payment and completion of acquisition.
Assists in the creation and maintenance of the division policies and procedures.
Formulates new or updates existing administrative policies, procedures, forms, and templates for continuous improvement.
Ensures communication of policies and procedures to PCS staff.
Assists executive management with internal and external reporting.
Identifies and maintains weekly, monthly, quarterly, or annual reporting of program and/or team activities and assignments.
Requests and compiles team updates from management staff.
Ensures reporting to executive management and/or external entity.
Coordinates travel activities on behalf of the division and tracks expenditures.
Coordinates itineraries with management or staff member.
Assists with or completes travel arrangements utilizing agency travel policies and processes.
Assists with travel reimbursements, if applicable.
Completes the division’s travel expense tracking worksheet.
Provides customer service excellence in alignment with the PCS Customer Service Principles.
Ensures records management processes are adhered to.
Serves as backup to the division receptionist, including handling incoming/outgoing mail and bids, and greeting customers and guests.
Actively participates and/or serves in a supporting role to meet the agency's obligations for emergency or disaster response.
Completes other duties as assigned.