Administrative Asst IV

Administrative Asst IV

The Administrative Assistant IV in the HIV/STD Prevention Unit performs advanced (senior-level) administrative support and technical program assistance work for staff within the HIV/STD Prevention Unit, which includes the Planning Group, HIV Prevention Group, and HIV/STD Public Health Follow Up Group. This position coordinates complex internal administrative support and assistance work as well as coordinates with other DSHS divisions, sections, units, as well as other State and Federal agencies, private entities, stakeholders, and the public on a routine basis.

Develops, coordinates, and maintains electronic and hard copy filing, record management, and routing systems for the team. Receives and distributes administrative assignments and tasks to team members and other appropriate staff. The position also provides support to the Operations Unit by answering phones, directing calls and visitors. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the Unit Director with moderate latitude for the use of initiative and independent judgment Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

30% Provides administrative and customer support relating to budget, personnel, and travel documents. Receives and distributes Division, Section, and Unit administrative assignments and tasks as appropriate.

Coordinates with the Operations Unit, HIV/STD Section, and HIV/STD Prevention Unit staff for the preparation and editing of tables and graphs, organization charts, presentations, spreadsheets, reports, routine and special correspondence, technical reports, using Microsoft Office including Word, Excel, and PowerPoint. Proofs correspondence, memos, technical documents, and forms from team staff for accuracy before submitting for signature/approval of the Unit Director or higher authority. Prepares weekly and monthly budget reports and status reports for the HIV/STD Prevention Unit.

Provides logistical support for the Unit Director. Prepares staff travel arrangements, authorizations, advances, and reimbursement claims for reimbursement in accordance with agency travel procedures. Track Unit travel expenses and reports to Unit Director, Section and Division. Trains and oversees Unit staff on travel policies and procedures.

30% Answers the HIV/STD Section phone. Screens and refers callers/visitors to appropriate Unit/Section staff.

Communicates with program clients, the public, and other stakeholders in person, by telephone, e-mail, regular correspondence, fax or over the Internet as directed. Responds and routes program inquiries according to specific guidelines and procedures. Returns telephone calls, resolves problems and provides feedback within one (1) business day under normal conditions. Maintains records of telephone calls and updates call log/records on a monthly basis.

25% Coordinates meetings, conferences, conference calls, and/or site visits organized and/or attended by HIV/STD Prevetion Unit staff.

Coordinates conference registration, reservations, as well as pre-pay and reimbursement processes at a state and federal level.

Also prepares packets and materials for conferences and presentations. Records, transcribes, distributes minutes, and coordinates completing of action items within established timeframes as directed by the Unit Director or designee. Maintains a master schedule of all meetings and assures that necessary room arrangements and audiovisual equipment are available.

Prepares, plans, tracks, and develops distribution reports on educational materials. Oversees the development and update of education handouts and other materials necessary for assigned meetings and statewide conferences. Responsible for all Unit purchasing to ensure that staff have needed supplies, educational materials, and equipment on a timely basis to minimize disruption to providers and team workflow.

10% Serves as Records Coordinator for the team, working with assigned staff in the HIV/STD Prevention Unit to determine appropriate retention timeframe and document destruction processes. Develops and maintains filing, record-keeping, and records management systems for the HIV/STD Prevention Unit.

Provides technical assistance to staff with records retention issues. Trains staff in records retention policies and procedures. Compiles and completes monthly submissions to the Division and Section Open Records Reports, organization chart & vacancy updates.

Organizes, files, and tracks documents and correspondence relating to the HIV/STD Prevention Unit.

Performs general human resources duties to include interview scheduling, assembling New Employee Packet and Forms, completing and submitting new hire paperwork/requests for access, along with any necessary changes for existing staff including terminations.

5% 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.

Knowledge Skills Abilities:

Knowledge of English grammar, spelling, punctuation, and writing style.

Knowledge of office practices and administrative procedures.

Skilled in use of Microsoft Office (Outlook, Access databases, Word, Excel, Power Point).

Skilled in maintaining files and record keeping.

Skilled in working effectively as a member of a team.

Skilled in use of word processing and database management.

Skilled in telephone etiquette (i.e., customer services, professional courtesy).

Skilled in word processing letters, memos, and forms.

Skilled in communicating information clearly, concisely, and effectively, both verbally and in writing.

Ability to interpret and apply agency rules, regulations, policies, and procedures.

Ability to organize and manage multiple and diverse tasks/projects in an effective and efficient manner.

Ability to work under deadline pressures.

Ability to write clearly and concisely.

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 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. Registration or Licensure Requirements:

Not applicable. Initial Selection Criteria:

High school graduation or GED required. Junior/community college/college coursework preferred.

At least one year of experience with data entry and record keeping.

At least one year of experience with phone customer service.

At least one year of experience with working with basic financial documentation; purchase orders, requisitions and reimbursements.

Bilingual preferred (Spanish to English and English to Spanish) Additional Information:

Must be able to move at least 25lbs, e.g., copy paper boxes, chairs and conference room tables with or without accommodations.

Information on application must clearly state how applicant meets initial selection criteria in the summary of experience section of the application. Resumes will not be accepted in lieu of an application.

Agency salary policy, budget and candidate's qualifications will dictate final salary offer.

All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position.

Work is onsite in Austin Texas. MOS Code:

42A, YN, 0111, 3A1X1

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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