Executive Assistant II

Executive Assistant II

Under the direction of the Associate Commissioner (AC) for the Public Health Laboratory Division (PHLD) of the Department of State Health Services, the Executive Assistant performs highly complex (senior-level) professional assistance support work. The Executive Assistant is responsible for maintaining the daily schedule of the AC, coordinating and tracking executive assignments and activities, making travel arrangements, completing the purchasing process, scheduling meetings and trainings, answering the telephone, responding to inquiries, and performing other duties as assigned by the AC.

The Executive Assistant position requires leadership qualities such as adaptability, flexibility, dependability, and accountability. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. The Executive Assistant position requires excellent writing and verbal communication skills, the ability to manage confidential information, and the ability to work effectively with agency executives.

The Executive Assistant must be able to handle the demands of a fast-paced office with constantly changing demands and priorities. The Executive Assistant works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions:

EJF 1. Provides executive-level administrative assistance to the Associate Commissioner (AC) for PHLD. Evaluates requests and inquiries to determine which are priority matters and alert the AC accordingly. Prepares advance daily meeting materials and keeps files organized. Maintains electronic and hardcopy filing and record-keeping systems. Ensures the effective management of the AC's schedule. Monitors and maintains the AC's calendar in Microsoft Outlook. Ensures the calendar is updated and identifies potential scheduling conflicts. Interacts frequently via telephone, email, and fax with employees from other states, local, and federal agencies, elected officials, for-profit and non-profit community agencies, and associations. Interacts regularly with employees in the agency's administrative and division offices. (40%)

EJF 2. Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the AC and assists the Deputy Associate Commissioner as needed. Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings. Prepares handouts and other materials necessary for assigned meetings.(20%)

EJF 3. Manages action items for the AC to ensure timely approval of contracts, reports, correspondence, etc. Logs and tracks all documents that require the AC's signature. Assists in the coordination and tracking of various administrative assignments and/or activities within the PHLD division office. Coordinates with the Laboratory Employee Relations, Communications, and Training Group as needed. Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents. Process all documents in a timely, efficient, and confidential manner. (15%)

EJF 4. Prepares and coordinates all travel arrangements for the AC through the department's e-Travel system. Assures in-state and out-of-state travel requests are prepared according to agency and division policy and tracked through final approval or denial. Includes offering technical advice and assistance to division personnel in administrative policy and procedure matters. Purchasing for AC using laboratory purchasing processes, Office Depot, and/or other methods of purchasing. (10%)

EJF 5. Provides backup administrative assistance to other executive staff and employees within the office, as needed. Participates as a member of the support staff team, assisting other executives in the division. (10%)

EJF 6. 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 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. (5%)

Knowledge Skills Abilities:

Knowledge of office management principles and practices and administrative procedures.

Knowledge and ability to handle and disseminate confidential information appropriately.

Knowledge of file maintenance procedures and the ability to maintain records and files.

Skills in organizing, time management, and planning.

Skill in communicating effectively both verbally and in writing.

Skill in grammar, punctuation, and professional writing styles.

Skill in using computers and related equipment, including using Microsoft 365 or equivalent to include Word, Excel, Outlook, PowerPoint, and Microsoft Teams.

Ability to analyze complex work problems and to make decisions affecting the operation of administrative functions.

Ability to communicate effectively with diverse staff (orally and in writing) and with the general public.

Ability to work effectively with agency personnel and the public.

Ability to work independently and gather information from a variety of sources and synthesize and translate detailed information into simpler terms.

Ability to work on multiple projects with frequent deadlines.

Ability to assign, delegate, and coordinate work assignments of others.

Ability to proofread and edit for grammatical content.

Ability to keep the Associate Commissioner organized and informed of deadlines, commitments, and decisions that need to be made.

Ability to establish and maintain effective working relationships with supervisors and co-workers, maintaining confidentiality as required.

Ability to adapt to a fast-paced dynamic work environment.

Registration or Licensure Requirements:

NA Initial Selection Criteria:

1.Experience in providing administrative and technical assistance to management or staff.

2.Experience in customer service.

3.Prefer experience leading the work of others, which includes delegating or assigning work and coordinating completion of activities such as assignments or shared tasks.

4.Prefer experience in providing administrative support at a Texas state agency to executive management.

Additional Information:

"IMPORTANT, PLEASE READ THE FOLLOWING INFORMATION PRIOR TO SUBMITTING AN APPLICATION FOR THIS POSITION"

Information on the application must clearly state how the applicant meets initial selection criteria in the Summary of Experience section in order to be interviewed. Resumes will not be accepted in lieu of an application.

Applicants must provide information relevant to the required experience for this position.

Applicants selected for an interview will be required to complete an in-basket exercise.

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

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1.

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