Immunization Executive Assistant

TX-HHSC-DSHS-DFPS • Austin, TX

8d • Onsite

About The Position

Under the direction of the Immunization Section Director, the Executive Assistant II performs highly complex, senior-level professional assistance and support work. The Executive Assistant II provides direct executive-level support to the Immunization Section Director. The Executive Assistant is responsible for coordinating and maintaining the daily schedule for the Immunization Section Director, scheduling meetings and trainings, responding to inquiries, facilitating written and verbal communication to Immunization Section staff and staff outside of the Immunization Section, coordinating and tracking executive assignments and activities, making travel arrangements and processing travel reimbursements, completing purchase requisitions, and performing other duties as assigned. The Executive Assistant II position requires leadership qualities such as adaptability, flexibility, dependability, and accountability. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. The Executive Assistant II position requires excellent writing and verbal communication skills, the ability to manage confidential information, and the ability to work effectively and efficiently with agency executives, Immunization Section staff, and other stakeholders. The Executive Assistant II must be able to handle the demands of a fast-paced office with constantly changing demands and priorities. Position works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of agency administrative policies and procedures
• Knowledge of state records retention policies and procedures
• Knowledge of travel policies and procedures
• Knowledge of purchasing policies and procedures
• Knowledge of Microsoft Office software products (Microsoft Outlook, Word, Visio, Excel, PowerPoint, and other software)
• Knowledge of other office software products (Adobe Acrobat Pro and other software)
• Skill in office management procedures
• Skills in organization, time management, and planning
• Skills in developing goals and objectives, problem-solving techniques, and development of procedures to monitor and evaluate progress
• Skills in interpersonal skills
• Skills in maintaining calendars and scheduling meetings
• Skills in developing, maintaining, and monitoring tracking systems
• Skills in creating and maintaining filing systems
• Ability to analyze complex work problems and to make decisions affecting the operation of administrative functions.
• Ability to communicate effectively orally and in writing
• Ability to work effectively with agency personnel and the public.
• Ability to work independently and gather information from a variety of sources and synthesize and translate detailed information into simpler terms.
• Ability to work on multiple projects with frequent deadlines.
• Ability to assign, delegate, and coordinate work assignments of others.
• Ability to compose, proofread, and edit memos, letters, reports, and other administrative documents for grammatical content.
• Ability to establish and maintain effective, positive working relationships with supervisors and co-workers, maintaining confidentiality as required.
• Ability to adapt to a fast-paced dynamic work environment.
• Ability to maintain confidential information
• Graduation from an accredited 4-year college or university preferred OR at least five (5) years of work experience in an office setting as an Executive Assistant or Administrative Assistant providing high-level administrative support to executive leadership. This experience must be within the last ten years.
• Two (2) years of experience developing administrative processes and procedures.
• Two (2) years of experience creating travel arrangements and reimbursement.

Nice To Haves

• State government experience preferred.

Responsibilities

• Provides executive-level administrative assistance to the Immunization Section Director.
• Manages action items for the Section Director to ensure timely approval of contracts, reports, correspondence, and HR related documents.
• Prepares and coordinates all travel arrangements for the Immunization Section Director through the e-Travel system.
• 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

• DSHS offers 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: Mid Level
• Number of Employees: 1-10 employees