Executive Assistant III

TX-HHSC-DSHS-DFPS • Austin, TX

4d • 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.
The Associate Commissioner (AC) of Texas State Hospitals (SHs) oversees the ten psychiatric hospitals and two youth residential treatment facilities. The AC advances the HHSC mission to serve Texans by ensuring coordinated, efficient, and accountable delivery of essential programs and services.
The Executive Assistant will join an energetic team that works to advance the variety of HHS programs and services through collaboration, expertise, and innovation. This position has a duty station in Austin and will require residence within Austin or surrounding area.
This position performs highly complex administrative duties, serves as the point of contact for the Associate Commissioner of State Hospitals. Duties include developing and managing documents and filing systems; purchasing non-standard office supplies using CAPPS Financials; assisting in organizing hosted events. This position also assists developing and maintaining administrative processes, routing and tracking of memos, reports and other executive assignments; and assisting with various projects and activities. The Executive Assistant is highly organized and detail oriented and works under minimal supervision, with considerable latitude for the use of initiative and independent judgment.
The ideal candidate shares the team values of reliability, transparency, respect, making a difference, and professional curiosity; and brings expertise and initiative to advance the SH’s mission to empower recovery, resilience, and well-being through person-centered care..
This position requires in-office responsibilities and attends work on a regular and predictable schedule in accordance with agency leave policy. Some teleworking may be available in accordance with agency policies.
Performs other duties as assigned. Other duties as assigned include 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

• Knowledge of standard office practices and administrative procedures; agency functions and structure; sound administrative and management practices.
• Skill in the use and operation of personal computers and in using a variety of software applications and online meeting platforms (i.e., Outlook, Word, Excel, PowerPoint, SharePoint, Adobe, TEAMS).
• Skill in both verbal and written communication; composing, proofing and editing memos, letters, and reports; and excellent interpersonal skills.
• Skill in organizing and tracking information and assignments.
• Ability to handle high-level administrative issues; manage multiple tasks; effectively prioritize work activities and work under pressure to accomplish assignments.
• Ability to implement administrative procedures and evaluate their effectiveness; analyze, interpret, and exercise sound judgement in a variety of situations; develop and maintain and monitor tracking systems; create and maintain filing systems.
• Ability to work well with others in a team environment; establish and maintain effective working relationships with managers, supervisors, co-workers and other professional and administrative personnel; provide good customer service.
• Bachelor’s Degree. Education and experience may be substituted for one another on a year for year basis.
• Minimum three (3) years’ experience with executive level coordination, written communications, scheduling meetings and managing calendars.
• Five (5) years’ experience with Microsoft Suite products.

Responsibilities

• Assists with the flow of the HHS System processes and related duties, ensuring compliance with agency guidelines.
• Provides advanced professional assistance to the Associate Commissioner of State Hospitals and Director of Operations. Communicate information of administrative matters to agency executives, management and agency staff. Responsible for the development and management of the day-to-day administrative operations of the Office of the Associate Commissioner. Coordinate all travel arrangements for the Associate Commissioner’s office.
• Reviews and processes incoming mail and correspondence, monitors document and correspondence control systems and makes determinations of proper assignment for dissemination. Manages outgoing mail outs. Develops and prepares office correspondence, reports and memorandums. Organizes and maintains a large file tracking system.
• Acts as a point of contact and liaison with other executive leadership offices to coordinate assignments; directs the timely flow of office assignments, requests and critical information to the appropriate program area; drafts timely responses to routine inquiries; handles mail and makes assignments; reviews, edits, and finalizes documents prepared for the Associate Commissioner’s signature ensuring documents adhere to established HHS correspondence guidelines; coordinates work with other support staff.
• Coordinates general office duties such as purchasing non-standard office supplies. Serves as point of contact and coordinator for records retention, assists with planning and organizing events.
• 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.

Benefits

• comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees
• defined benefit pension plan
• generous time off benefits
• numerous opportunities for career advancement

What This Job Offers

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