Management Support Specialist

TX-HHSC-DSHS-DFPS•Austin, TX

2d•Onsite

About The Position

The Management Support Specialist is selected by and reports directly to the Deputy Director of the Texas Civil Commitment Office (TCCO). Provides administrative support to the Texas Civil Commitment Office operations leadership team. Works under limited supervision with latitude for the use of initiative and independent judgment.Provides complex professional administrative functions and acts as a point of contact for the TCCO Deputy Director and as a liaison with other operational staff. Interacts daily with other executive offices to coordinate assignments. Develops and coordinates the implementation of administrative projects/initiatives assigned by the Deputy Director or other executive staff. Performs other duties as assigned or required to maintain efficient and accurate office operations.

Requirements

Knowledge of accepted business practices and procedures.
Knowledge of agency rules, regulations, policies and procedures.
Skill in the use of standard office equipment such as copiers, cell phones, laptop, and software to include Microsoft Excel and Powerpoint.
Ability to utilize Microsoft Excel to compile data, run reports, create formulas and conditional formatting.
Skill in attention to detail and self-editing to produce quality data and written reports.
Skill in creating written reports regarding findings and tailoring reports to a variety of audiences.
Skill in time management and organization including the ability to prioritize multiple projects with competing deadlines.
Ability to handle high-level administrative issues, to use initiative to analyze and solve work-related communications.
Ability to communicate effectively in writing and in person.
Valid Texas Driver's license.
High school diploma required.
Three or more years experience in providing advanced administrative office support.

Nice To Haves

Graduation from an accredited college or university with a bachelor's degree in business administration or related field is preferred.
College education and experience may be substituted for one another.

Responsibilities

Provides administrative support as assigned by the TCCO Deputy Director.
Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Proofs correspondence, memos, technical documents, and forms for accuracy before submitting for signature/approval of the Deputy Director. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls.
Coordinates assigned meetings and conference calls as needed. Prepares handouts and other materials necessary for assigned meetings.Updates working documents and processes. Assists in coordinating weekly, monthly and quarterly reports.
Compiles and enters data into agency tools and runs reports on request utilizing Microsoft Excel functions.
Conducts research on the agency’s programs, including current and historical state policies and regulations and the policies and regulations related to similar programs in other jurisdictions. Prepares reports of findings. Draft responses for correspondence. Develop letters, memos, forms, spreadsheets and templates. Compile data to prepare complex reports as directed to include tracking and summarizing information.
Work directly with agency staff, other state agencies and the public to provide information regarding TCCO and its procedures in response to routine inquiries.
Assist in compiling records for Public Information Act requests.
Cross-trained to serve as backup for other administrative and operational staff.
Other duties as assigned.