Executive Assistant I

Texas Health & Human Services Commission Austin , TX 78719

Posted 2 months ago

Executive Assistant I

Performs highly advance professional assistance to the Director of the Center for External Relations (CER), unit directors and managers.

Screens and refers internal and external main desk phone calls from the public, stakeholders, elected officials, and other departmental offices. Creates and prepares correspondence/reports.

Schedules internal and external meetings for DSHS executive staff with elected officials and their staff, advocacy groups, associations, and the general public. Provides a variety of administrative support functions to CER Director, unit directors and managers. Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy.

(10%) Screens and refers internal and external main desk phone calls from the public, stakeholders, elected officials, and other departmental offices for the Director of the Center for External Relations (CER). Serves as telephone back-up for the Units in CER. Provides assistance as appropriate to legislative offices and consumers, and refers them to appropriate center staff when necessary.

(20%) Assist with scheduling and coordinating internal and external meetings for the DSHS Commissioner, CER Director, CER directors/

managers, and other DSHS executives with elected officials and/or staff, state agencies, and associations. Coordinates and maintains calendar as needed for CER Director using Microsoft Outlook calendar software.

Schedules and reserves conference rooms for both routine and ad-hoc meetings. Assist with scheduling and coordinating special events.

(20%). Performs advanced technical and administrative support duties such as creating, preparing and editing complex correspondence, memos, charts, presentations, spreadsheets, cover letters and minutes using Microsoft Office Suite Software. Assists, as needed, with coordinating and tracking the response, review, and completion of executive correspondence submitted to the Commissioner, executive leadership, and/or the Department of Health Services for approval and signature.

(50%) Responsible for general office duties for CER Director, unit directors/managers and staff: Assist, as needed, with the coordination of travel arrangements and reimbursements.

Monitor approvals of purchase requests and budget approve requisitions. Assists CER Director, unit directors/managers with general human resource duties. Assists as needed with Open Records request.

Coordinates administrative support functions for CER Director, unit directors and managers: Oversee and coordinate the development and implementation of the center's operating budget and expenditure projections; monitor and control expenditures. Ensure department compliance with HHSC/DSHS policy and procedures.

Knowledge Skills Abilities:


Knowledge of office management principles, practices and standard administrative procedures. Knowledge of state and federal government offices and legislative protocols.

Ability to communicate effectively with a variety of individuals including legislators, department staff, stakeholders and the general public. Ability to handle high-level administrative issues and assignments from multiple staff. Ability to take clear, accurate and complete phone messages.

Ability to prepare, proofread and edit complex correspondence, technical reports, draft letters and memos independently. Ability to appropriately handle confidential and sensitive issues and materials. Ability to work under pressure to meet short deadlines.

Ability to exhibit initiative, dependability, resourcefulness, flexibility, creativeness and independent thought. Skill in providing high-level professional assistance to an executive, board, council or committee. Skill in time management and planning, prioritizing and organizing multiple projects to meet deadlines.

Skill in using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint etc.) and the Internet. Skill in using office machines and equipment. Skill in developing and maintaining filing systems. Registration or Licensure

Requirements:

Initial Selection Criteria:

At least four years of experience in advanced, executive level administrative support work. Experience in providing high-level professional assistance work to an executive, legislator, or board.

Experience preparing complex correspondence and technical reports for an executive, legislative office, or board.

Experience planning, scheduling and coordinating meetings and appointments for/or with executives, elected officials or board members. Skill in using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.) and the Internet for office administrative support.

Experience in working effectively with a variety of individuals and the public. Additional Information:

Requisition # 411971

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.

MOS Code:

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1. For more information see the Texas State Auditor's Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

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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Executive Assistant I

Texas Health & Human Services Commission