Open Records Administrative Assistant

TX-HHSC-DSHS-DFPS•Austin, TX

4d•$3,581 - $4,477•Hybrid

About The Position

The Health and Human Services system (HHS) is hiring administrative assistants to join the Open Records and Data Governance Department (ORDG) in the Legal Services Division of the HHS Office of Chief Counsel (OCC). The Open Records team is responsible for supporting the HHS agencies' compliance with the Texas Public Information Act (PIA). These positions will provide advanced (senior-level) administrative support to the Open Records team of ORDG and technical assistance to HHS program staff, working under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Requirements

Knowledge of office practices and administrative procedures.
Knowledge of state travel, purchasing, and special software processes.
Skill in organizing, supporting, coordinating, facilitating, and monitoring various activities of diverse individuals and/or groups and teams.
Skill in time management, organizing workloads, and setting priorities to meet deadlines.
Highly skilled in email, e.g., Outlook, and calendar software functions.
Skill in searching the Internet for information.
Skill in constructing and maintaining databases and spreadsheets.
Skill in constructing, proofing, editing, formatting, and maintaining documents and spreadsheets.
Skill in organizing information and developing reports, training materials and presentations using word processing and other software (MS Word, PowerPoint, Excel).
Skill in communicating information clearly, concisely, and effectively, both verbally and in writing.
Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Ability to interpret and apply agency rules, regulations, policies, and procedures.
Ability to prioritize workload with little or no supervision.
Ability to work under deadline pressures and cope well in stressful environments.
Ability to write clearly and concisely with minimal grammar, spelling, punctuation, and formatting errors.
Ability to communicate effectively within the agency and with the public.
Ability to implement administrative procedures and to evaluate their effectiveness.
Ability to exercise judgment and critical thinking in evaluating situations, making decisions, and effectively working through areas of conflict.
Ability to establish and maintain effective working relationships with supervisors and co-workers.
High school graduation or GED.
At least 1 year of experience providing administrative support to multiple staff.
Experience in maintaining records, files or logs; including filing, retrieving, or purging.
Experience using Microsoft Office Outlook, Word, Excel, and PowerPoint.

Nice To Haves

Knowledge of state and federal laws and regulations related to Open Records, preferred.
Knowledge of HHSC programs, preferred.
Junior/community college/college coursework preferred.

Responsibilities

Manages the Open Records mailbox and portal. This includes, but is not limited to, reviewing and entering PIA requests into portal, ensuring workflow of requests, and assisting Open Records staff with mailbox and portal issues. (50%)
Communicates with internal and external stakeholders and the public regarding Open Records requests, both orally and in writing. Provides highly complex technical assistance and consultation regarding Open Records portal. Provides oral and written customer service, answers HHS program questions, and provides information related to the Open Records process. (20%)
Provides administrative support to the Open Records team, including processing mail and faxes, preparing correspondence, and coordinating and scheduling meetings. (20%)
Perform other duties as assigned to ensure services are provided within time frames and minimum standards established by supervisor at the time of the assignments. Obtains supervisor clarification and assistance as needed to complete task. (10%)