Executive Assistant

TX-HHSC-DSHS-DFPS • Austin, TX

21h • Onsite

About The Position

Under the general direction of the Tuberculosis (TB) and Hansen's Disease Section director performs highly complex duties for the TB and Hansen's Disease Section. Plan, develop, implement and maintain work systems to promote general programmatic efficiency and quality throughout the Section. Develop procedures necessary to maintain consistent business practices and daily operations. Perform responsible professional administrative and technical assistance work for the Section director. Coordinate completion of special assignments and responses to specific high-level requests. Facilitate or participate in work groups and coordinate functions in the Section. Work is performed with minimal supervision under the guidance of the Section director with considerable exercise of initiative and independent judgment.

Requirements

• Valid and current Texas driver's license
• 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.
• Graduate from an accredited four-year college or university. Education and experience may be substituted for one another on a year for year basis.
• Work experience with executive level coordination, written communications, scheduling meetings and managing calendars.
• Five years’ experience with Microsoft Suite products.
• Must be legally authorized to work in the United States without sponsorship.
• Must be willing to travel at least 10% of the time.
• Must be willing to work outside the normal work schedule if needed.

Responsibilities

• Evaluate current operations to determine the need for improvements in work systems and procedures.
• Plan, develop and implement procedures to assist the Section in maintaining effective business practices and daily operations.
• Write new procedures, may revise current procedures and ensure the final product is approved and distributed.
• Develop and maintain the Section's procedure manual.
• Provide guidance to staff in implementing and integrating new methods and procedures.
• Assist directors, managers and staff with any HR policy questions.
• Review, and edit all incoming documents including correspondence for the Section director's signature to ensure accuracy, proper format, and adherence to policies and procedures.
• Review, design and maintain an organized system of saving documents in SharePoint.
• Perform responsible professional technical assistance work for the Section director.
• Coordinate calendars, meetings, and conferences; develop presentation and handout materials; coordinate trip itineraries and travel for the Section director.
• Completes expense and mileage reports for the Section director.
• Consolidate and complete responses to routine and special correspondence dealing with sensitive and confidential issues.
• Consolidate responses to suspense items before submitting to Section director.
• Direct, and/or carry out special assignments and present updates to the Section director.
• Plan, implement, coordinate, and monitor responses to open records requests and/or grievances.
• Assist with or respond to high-level, time-sensitive requests and assignments from the Infectious Disease Prevention Division (IDP).
• May write correspondence for the signature of the Section director.
• Participate in completing monthly reports due to IDP.
• Assist the Section director in coordinating an effective response to audits and operational plans including assuring that the requested information is complete and available, attending to auditor requests on a real time basis and assuring any follow-up is completed.
• Assist the Section director in tracking grant programmatic activities and associated resources.
• Maintain an inventory on the status of proposed programmatic activities.
• Carefully review all IDP assignments, distribute to the appropriate manager and where needed, provide additional instructions to ensure directors and managers clearly understand assignments.
• Determine internal deadlines and review responses prior to submission to the Section director for final review and approval.
• Compile and/or complete final responses to suspense assignments from IDP within time frames following correct formats.
• Coordinate responses to routine suspense items such as Open Records Reporting, Management-to-Staff Matrix, Use of Extended Sick Leave, Travel Forecast, Quarterly Travel Report and Monthly Report.
• Represent the Section director in work groups to address administrative issues within the Section.
• Seek resolution by identifying systematic or process protocol or by participating in the development and implementation of procedures.
• Coordinate and participate in work groups to execute plans for Section retreats, trainings and conferences.
• Keep directors in the Section informed of concerns and suggestions identified by the work groups.
• Other duties as assigned, including but 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

• 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: Executive