Executive Assistant

TX-HHSC-DSHS-DFPS • Austin, TX

6d • Hybrid

About The Position

This position provides executive level administrative support to the Associate Commissioner, Director of Operations, and other State Office State Supported Living Center (SSLC) staff. Performs complex (journey-level) administrative work. Work involves complex administrative support and/or technical program assistance work; assisting with setting up conference calls, takes messages, and answers and screens requests for information from the Associate Commissioner, Director of Operations, and other State Office staff requiring interface with high-level personnel from state agencies, organizations, and other critical agency stakeholders. Coordinates the implementation of administrative projects/initiatives, department all staff meetings, town halls, workgroups, and meetings.
Oversees, prepares, and edits reports, correspondence, memorandums, presentation materials and other executive documents. Develops documents and filing systems ensuring compliance with agency confidentiality standards. Handles confidential and sensitive information, ensures timeliness and accuracy of all administrative functions of the office. Provides direction and support for priorities of the department. Approves, monitors, and facilitates essential administrative actions.
This position reports to the SSLC Staff Resources Coordinator and is based in Austin. 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.

Requirements

• Knowledge of standard office practices and administrative procedures; agency functions and structure; sound administrative and management practices.
• Knowledge of the CAPPS Financials purchasing and requisition process.
• Skill in the use of standard office equipment and software.
• Skills in written and verbal communication.
• Skill in time management and balancing competing priorities.
• Skills in Microsoft Word, Excel, PowerPoint, Outlook, Visio and SharePoint.
• Ability to analyze and solve work-related problems.
• Ability to communicate effectively with peers and leadership staff.
• 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.
• Experience directly coordinating, tracking, and responding to executive assignments.
• Five years of experience in providing high-level administrative support to executive leadership.
• Experience developing processes and procedures for complex administrative organizations.

Responsibilities

• Attends work on a regular basis and may be required 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.
• Manages the day-to-day activity of the State Office mailbox. Reviews and evaluates mailbox items, assigns items to State Office staff, tracks progress and prepares reports. Communicate regularly with State Office staff, Division staff, and Executive Leadership.
• On a timely basis, prepare travel arrangements for State Office staff that include hotel, car rentals and airline arrangements. Serves as primary travel card holder and ensures reconciliation, which requires agency travel training. Accurately schedules and coordinates appointments with executive level staff, program staff, coordinating departments, state and federal agencies, and external entities requesting appointments. Schedules meetings for State Office staff. May develop and prepare meeting agendas, attend meetings, and record and transcribe meeting minutes as needed and within agreed upon deadlines. May involve a variety of special duties or tasks.
• Enters, routes, and ensures processing of requisitions for the department. Works and coordinates with other support areas to ensure requisitions are complete, accurate and submitted in accordance with agency protocols. This includes requisitions for conference registration, 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.
• Other duties assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed