Senior Administrative Assistant

Administrative Assistant V

The Administrative Assistant V works under the general supervision of the Administrative and HR Coordinator for Regional and Local Health Operations (RLHO). Performs advanced administrative and technical assistance work for the RLHO Office of the Associate Commissioner (OAC), also called RLHO Division Office.

Requires highly professional communication skills as this position will support and communicate on behalf of Division Office leadership and staff. Works with the Administrative and HR Coordinator to prioritize and coordinate tasks and deadlines which requires strong attention to detail, independent thinking, time management skills, initiative, and consistent follow-up to ensure that tasks are completed accurately, timely, and of the highest quality. Requires knowledge and use of proper English, spelling, grammar, and punctuation for written and verbal communication.

Support functions include interview and employee onboarding and offboarding coordination, purchasing including requisition entry, meeting (in person and virtual) and webinar coordination, travel coordination, and scheduling and calendar support. Composes correspondence, reports, presentations, and other documents for OAC staff. Maintains an administrative operation manual for the Division Office and assists with record retention activities and HEART/Complaint requests.

Performs front desk and reception coverage, RLHO mailbox management, office supply inventory, and facilities and maintenance requests and serves as backup for these functions as needed.

Knowledgeable of office practices and administrative policies and procedures. Communicates effectively and in a professional manner with internal and external partners.

Works under limited supervision with considerable latitude for the use of initiative and independent judgment. This position may be required to work outside of normal business hours during legislative sessions or during emergency response situations.

Essential Job Functions:

25% Provides senior-level administrative support to RLHO Division Office Leadership and Staff. Functions include interview coordination (scheduling, communicating with panel members and applicants, coordinating skills assessments), assisting managers with new employee onboarding (requesting IT equipment, badge, workspace preparation, coordination of orientation materials), and assisting with employee offboarding.

Serves as a travel coordinator for Division Office Leadership and staff, including entering data in eTravel; making flight, rental car, and hotel reservations; generating itineraries; and coordinating with internal and external partners on behalf of the traveler. Performs travel reimbursement functions in the eTravel to ensure timely and accurate reimbursement of travel expenses. Composes, edits, and proofs correspondence, reports, spreadsheets, presentations, and other documents for Division office staff. May communicate by phone, in person, or via email on behalf of Division Office staff.

15% Tracks Division inquiries, correspondence, memos, and assignments; updates processes; and recommends process improvements. Serves as a secondary point of contact for records retention activities for the RLHO Division by ensuring compliance with records management policies and procedures, maintaining record retention schedules and communicating records management requirements to staff, and attending trainings and meetings to stay informed of records requirements and changes in policy.

Serves as a point of contact for DSHS HEART assignments and formal complaints assigned to RLHO by ensuring coordination with appropriate subject matter experts, assigning deadlines for response, and coordinating reviews and approvals. Maintains tracking log for complaints and works directly in the HEART system to log all customer service inquiries and complaints assigned to RLHO Division Office. Maintains the RLHO Division Office Administrative Operations Manual by ensuring ongoing review of administrative processes and timely revisions to the manual. Works with the Administrative and HR Coordinator and SSO V to recommend process improvements and implement administrative process changes within the Division Office.

20% Performs purchasing functions including research for price quotes, CAPPS financials requisition entry, tracking and documenting throughout the purchase process, and confirming receipt of goods/services.

20% Responsible for meeting (in person and virtual) and webinar coordination by managing schedules and calendar invitations, securing meeting space, managing webinar connectivity, preparing or compiling meeting materials, communicating with internal and external speakers/participants, taking and transcribing professional meeting minutes, and ensuring follow up on after-action items as appropriate.

15% In conjunction with the other Admin Assistant V, provides front desk coverage, RLHO phone and reception coverage, RLHO mailbox management including internal and external responses, office supply inventory and ordering, and facilities and maintenance requests for Division office.

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 business English, spelling, grammar, and punctuation.

Knowledge of office ethics and principles. Knowledge of office practices and administrative procedures.

Knowledge of agency and HHS enterprise business-related and administrative policies and procedures.

Skill in the use of standard office equipment.

Skill in generating correspondence, charts, tables, spreadsheets, and tracking logs uses Microsoft Office software.

Skill in operating computers and applicable software.

Skill in use of Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.

Skill in searching the Internet for information.

Skill in timely and effective customer service practice and providing technical assistance to a variety of stakeholders.

Exceptional skill in follow up to ensure tasks are completed timely and accurately.

Exceptional skill in organizing and prioritizing workload and meeting deadlines for simultaneous tasks.

Skill in proofreading, editing, and finalizing business correspondence and documents.

Skill in the maintenance of filing systems.

Skill in taking and transcribing formal and accurate meeting minutes.

Skill in learning and adapting computer programs to specific tasks and good organizational skills.

Skill in entering requisitions accurately and timely in CAPPS Financials.

Ability to manage and prioritize multiple tasks and to meet deadlines.

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

Ability to establish and maintain effective working relationships.

Ability to problem solve.

Ability to take initiative on routine administrative tasks.

Ability to implement new administrative systems and procedures and to evaluate their effectiveness.

Ability to communicate professionally and effectively both verbally and in writing.

Ability to maintain a professional and courteous demeanor under difficult or demanding circumstances.

Ability to research, review, and interpret agency policy and procedures.

Ability to make complicated travel arrangements and accurately complete reimbursement activities.

Ability to transfer incoming calls to appropriate personnel, to communicate effectively, to greet and direct visitors, and to perform routine administrative duties.

Registration or Licensure Requirements:

N/A Initial Selection Criteria:

1.High school diploma or GED. Associates degree from a college or university preferred but not required. Experience may be substituted for education.

2.At least four years' experience providing administrative support, including travel and calendar management, to an executive/executives.

3.Experience with Microsoft Outlook, Word, and Excel.

Additional Information:

This position is located in Austin and may be eligible for partial telework contingent upon business needs and eligibility.

MOS Code:

15P, 42A, 56M, 68G, 420A, AZ, LS, LSS, MC, PS, RP, SN, YN, YNS, 741X, YN, PERS, 0100, 0111, 3372, 3381, 6046, 0170, 4430, 3F5X1, 8A200.

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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