Regional Administrative Assistant

Administrative Asst IV

Provides advanced administrative support and/or technical assistance for Regional Administrative Services. Work involves assisting in the support of the operations of Regional Administrative Services.

Plans, organizes, and implements a variety of advanced administrative activities. Maintains records including but not limited to the activities involved in the planning and execution of Agency's goals. Schedules appointments, reviews mail, and formulates appropriate responses.

Coordinates travel requests for regional staff. Supervises the work of others. Works under limited supervision, with considerable 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.

Performs advanced technical/support work. Disseminates information on the agency's programs and procedures. Performs secretarial and administrative duties for Regional Administrative Services (RAS). Tracks administrative assignments, staffs and monitors correspondence, develop and edits business documents for review and assists in compiling responses throughout all levels of authority. Ensures prompt and accurate resolution to a wide variety of inquiries from internal and external stakeholders. Assists the Regional Director, Business Services Manager (s), Financial Services Manager, along with all levels of staff with the day-to-day support operations. (25%)

Coordinates and prepares advanced correspondence, reports, studies, and forms. Coordinates work between organizational units of the agency; local, state, and federal agencies, as well as private organizations. Schedules, organizes and manages appointments, meetings, conferences and travel for the Regional Management team. Travel arrangements range from initial authorization of flight, rental car, and hotel accommodations. Functions as the RAS Corporate Billing Account (CBA) lead and quality control for all Regional staff. Develops the Regional CBA travel logs and documents for submittal to Central Office. Performs training for Regional RAS employees as needed. Reviews and edits documents that require Regional Director's approval. (25%)

Compiles and analyzes data, makes calculations and prepares reports. Develops or presents training materials and assists in preparing manuals, publications, and reports. Researches technical and policy issues and assists in the implementation of program planning. Provides Back-up to other Department and Administrative Support staff as needed. (20%)

Manages telephone calls and assists visitors in a professional manner. Responds to inquiries (internal and external) regarding technical programs and/or administrative regulations, policies and procedures. Provides timely and accurate responses to all inquiries. (15%)

Maintains files and records, some confidential in nature. Ensures correspondence and records are accurately organized and filed as well as safeguards/secures confidential material in accordance with records management guidelines. Develops policies and procedures as needed. (15%) Knowledge Skills Abilities:

Knowledge of office management principles, practices and administrative procedures.

Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.

Skill in problem solving and decision-making.

Skill in effective oral and written communication.

Ability to handle a variety of advanced assignments.

Ability to manage multiple tasks, with competing deadlines and produce quality deliverables with a sense of urgency.

Ability to establish and maintain effective working relationships with customers, peers, management, and external contacts.

Ability to implement new control systems and procedures and to evaluate their effectiveness. Registration or Licensure Requirements:

Valid Class C Texas Driver's License. Initial Selection Criteria:

High School diploma or GED is required. Knowledge of office management principles, practices and administrative procedures.

Skill in the use of electronic office equipment including computer systems and software such as Microsoft Office Suite. Ability to communicate effectively in writing as demonstrated in the application. Ability to handle a variety of advanced assignments. Additional Information:

May assist with emergency/disaster situations throughout the state which may include overnight travel. Please note that while the posted salary range for this position is $2,998.00 to $4,587.08 only former and current Health and Human Services Commission employees will be offered a salary above $2,998.00.

Current employees promoting into this position will be offered a salary that meets Human Resources salary guidelines for promoting employees. Former employees may be offered a salary above $2,998.00 if they have recent, comparable experience. Recent experience includes experience within one year prior to the application closing date.

Applicants who are not current or former Health and Human Services Commission employees will be offered a salary of $2,998.00. In compliance with the American Disabilities Act (ADA), HHS agencies will provide reasonable accommodations 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. MOS Code:

42A, YN, 0111, 3A1X1

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.

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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