DCFO Inbox and Executive Workflow Support

TX-HHSC-DSHS-DFPS•Austin, TX

73d•$5,099 - $8,305•Hybrid

About The Position

The Management Analyst III supports the Deputy Chief Financial Officer (DCFO) Chief by managing the DCFO Chief’s centralized inbox and the executive assignments that enter through it. The position serves as the primary intake and workflow coordinator for incoming messages, requests, documents, and time-sensitive assignments, ensuring each item is reviewed, logged, routed, tracked, and closed in accordance with established requirements and deadlines. The position continuously monitors the inbox, identifies urgency and required action, requests missing information, assigns or routes work to the appropriate CFO area, and maintains clear status and follow-up records. The position prepares inbox items for the DCFO Chief’s review and decision-making by organizing supporting materials, editing documents, confirming approvals, and elevating risks, overdue items, and competing priorities. The Management Analyst III works closely with CFO departments, the Office of the Executive Commissioner, and other HHSC divisions to keep assignments moving and to provide consistent guidance on executive correspondence and submission requirements. The position maintains electronic filing systems, tracking tools, templates, and standard operating procedures that support an accurate, responsive, and audit-ready inbox operation. The position reports to the Operations Manager in CFO Business Support and works with some latitude for initiative and independent judgment. Success requires discretion, sound judgment, strong organization, precise written communication, and the ability to manage frequent interruptions and shifting priorities in a high-volume executive environment.

Requirements

Minimum of two years of experience within the past five years managing a shared, centralized, leadership, or executive inbox, including triage, routing, tracking, follow-up, and deadline management.
Minimum of two years of hands-on advanced Microsoft Word editing, composition, and formatting experience within the past five years.
Minimum of two years of Microsoft Excel experience within the past five years, including maintaining trackers and monitoring assignment status.
Knowledge of executive inbox management, assignment intake, workflow coordination, records management, and deadline tracking.
Knowledge of office management, business administration, quality assurance, and continuous improvement practices.
Knowledge of HHS executive correspondence requirements, the HHS Executive Writing Reference Guide, Associated Press style, and accessible document standards.
Knowledge of Microsoft Outlook, Word, Excel, SharePoint, PowerPoint, Teams, and other tools used to manage correspondence, documents, tracking, and collaboration.
Skill in managing a high-volume, fast-paced executive inbox with accuracy, discretion, responsiveness, and consistent follow-through.
Skill in triaging competing priorities, identifying urgency and risk, and routing work to the correct owner and approval path.
Skill in advanced Microsoft Word editing, formatting, accessibility, and document quality assurance.
Skill in using Excel or comparable tools to maintain accurate trackers, identify aging items, and prepare useful status summaries.
Skill in creating and maintaining SharePoint sites, document libraries, filing systems, permissions, and workflow records.
Skill in writing clear, concise, professional messages and communicating diplomatically with staff at multiple organizational levels.
Skill in analyzing incomplete or complex requests, resolving routine workflow problems, and elevating issues at the appropriate time.
Ability to maintain continuous awareness of inbox activity while managing multiple assignments, interruptions, and changing deadlines.
Ability to exercise initiative, discretion, sound judgment, and appropriate confidentiality with limited supervision.
Ability to organize detailed records so the status, ownership, deadline, supporting documentation, and final disposition of each item can be readily determined.
Ability to build effective working relationships and obtain timely responses without losing professionalism or diplomacy.
Ability to adapt to shifting executive priorities and peak workload periods while maintaining accuracy and service quality.

Nice To Haves

Experience handling confidential or sensitive information and supporting senior or executive leadership, preferred.
Microsoft SharePoint administration, site creation, document library, and filing system experience, preferred.
Experience with HHS programs, policies, procedures, executive correspondence, or legislative assignments, preferred.
Related bachelor’s degree preferred.
Knowledge of HHSC programs, policies, procedures, and the Texas legislative process, preferred.

Responsibilities

Manage the DCFO Chief Inbox and Executive Assignments [80%]
Continuously monitors and operates the DCFO Chief’s centralized inbox during business hours and ensures incoming items are acknowledged, reviewed, and advanced without avoidable delay.
Conducts intake for messages, correspondence, decision requests, meeting-related materials, reports, approvals, and assignments from CFO departments, the Office of the Executive Commissioner, and other HHSC divisions.
Identifies the required action, responsible area, due date, sensitivity, urgency, and approval path for each inbox item; seeks clarification when instructions or supporting materials are incomplete.
Logs, categorizes, routes, and tracks each assignment from receipt through completion using established tracking tools, naming conventions, filing standards, and workflow procedures.
Proactively follows up with assigned staff, monitors approaching deadlines, and escalates urgent, overdue, high-risk, or stalled items to the appropriate leadership level.
Prepares concise status updates, priority lists, and summaries that allow the DCFO Chief and Operations Manager to quickly identify pending decisions, upcoming deadlines, and items requiring intervention.
Reviews submissions for completeness, accuracy, required approvals, accessibility, and compliance with the HHS Executive Writing Reference Guide, Associated Press style, and CFO correspondence standards.
Performs advanced editing, formatting, and quality assurance for memoranda, reports, briefings, decision documents, and other materials submitted for executive review.
Coordinates document revisions and approval routing, confirms that requested changes are incorporated, and verifies that final responses and approved materials are distributed to the appropriate parties.
Maintains complete electronic records of inbox activity, supporting documents, approvals, final products, and disposition in SharePoint and other approved systems.
Serves as a primary point of contact for questions about the DCFO Chief inbox, executive submission requirements, assignment status, routing, and deadlines.
Uses discretion when handling confidential, sensitive, personnel-related, financial, legislative, or executive information.
Inbox Operations, Reporting, and Continuous Improvement [15%]
Develops and maintains inbox procedures, job aids, templates, distribution lists, filing structures, tracking tools, and coverage plans.
Analyzes inbox volume, aging, recurring issues, missed handoffs, and workflow bottlenecks and recommends practical improvements.
Performs periodic quality reviews to confirm assignments are documented, filed, and closed consistently.
Coordinates inbox coverage and transition notes to preserve continuity during leave, peak workload periods, and changes in responsibility.
Participates in workgroups and improvement initiatives related to executive correspondence, document routing, records management, and business operations.
Attendance and Other Duties [5%]
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.