Executive Assistant I

4 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Under the supervision of the Director of the Health Promotion and Chronic Disease Prevention Section (HPCDP) and general direction of the Staff Services Officer, this position performs advanced professional administrative assistance work for the HPCDP Section. Assists, reviews, coordinates, and tracks assignments and inquiries for the HPCDP section. Provides high-level administrative assistance and support to section director and other staff within the section. Provides technical advice and assistance to administrative staff within the section. Provides executive support to the section director. Schedules, coordinates, and prioritizes internal and external appointments and meetings for the section director. Coordinates assigned meetings and conference calls as needed. Monitors section director’s email and maintains calendar in Microsoft Outlook. Ensures calendar is updated and identifies potential scheduling conflicts. Coordinates travel arrangements and purchasing as needed. Prepares and coordinates correspondence and reports. Handles credit card purchases for the HPCDP section. Work is performed under minimal direction with considerable latitude for use of initiative and independent judgment. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements. Essential Job Functions:
(35%) In coordination with the section director, responds to requests for information, evaluates requests and inquiries to determine priority matters and alerts the director accordingly. Assists, reviews, coordinates, and tracks assignments and inquiries. Prepares correspondence, forms, meeting agendas, and organizational charts using Microsoft Office Suite. Proofs all correspondence for accuracy before routing for the director’s approval. Provides technical guidance and advice on administrative policies, procedures, standards, and other matters to HPCDP section staff. Provides executive support to the section director. Schedules, coordinates, and prioritizes internal and external appointments and meetings for the section director. Coordinates assigned meetings and conference calls as needed. Monitors director’s email and maintains calendar in Microsoft Outlook. Ensures calendar is updated and identifies potential scheduling conflicts. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the section director and other section staff. Compiles and submits Open Records and Public Information Act Request reports within the allotted timeframe. Completes Community Health Improvement Division’s assignments in a timely and accurate manner.

(20%) Completes purchase requisitions and processes invoices for payment. Follow up with appropriate staff within the agency regarding the requisitions and invoices and troubleshoot if any issues occur. Coordinates travel arrangements and purchasing as needed. Enter travel request approvals and claims on behalf of the Section Director and other staff for reimbursement as needed. Coordinates travel arrangements and hotel reservations for section director as needed. Prepares and submits travel vouchers for reimbursement.

(15%) Handles credit card (ProCard) purchases for the HPCDP section and take necessary trainings for serving as a card holder. Safeguards and uses the ProCard for approved purchases and follow the section’s guidelines and protocol. Submits the monthly ProCard reports in a timely and accurate manner. Remain compliant with the agency’s requirements and processes.

(25%) Acts as back up for other administrative staff and the Staff Services Officer. Train and mentor new administrative staff as needed. Plans, directs and coordinates special projects, activities or events. Serves as a resource for section staff in the proper processes and steps in accomplishing administrative tasks. Assists in the preparation of administrative reports and specialized projects for the HPCDP section. Measures progress made on plans or projects, presenting updates to staff involved in the planning process. Responsible for routine and ad hoc administrative reports. May serve on section workgroups.

(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 of Continuity of
Operations (COOP) activation. Such participating may require an alternate shift pattern assignment and/or location. To perform these job duties, this position may require working the extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements. Knowledge Skills Abilities:
Knowledge of office management principles, practices, and standard and administrative procedures.
Knowledge of State of Texas Open Records and Public Information Act reporting and routing.
Knowledge of State of Texas travel rules and regulations.
Knowledge of State of Texas purchasing systems, procedures, and standards.

Skill in written and verbal communication.
Skill in time management, planning, prioritizing, and organizing workload to meet deadlines.
Skill in bookkeeping.
Skill in the use of Microsoft Office (including Outlook, Word, PowerPoint, Excel, and Visio), State of Texas HHS Enterprise Portal, and CAPPS Financial System and Access HR.
Skill in the use of standard office machines and equipment.

Ability to track and prioritize multiple tasks and assignments.
Ability to handle the demands of a fast-paced office.
Ability to manage confidential information and sensitive issues and materials.
Ability to handle high-level administrative issues.
Ability to analyze and solve work-related problems independently.
Ability to prepare correspondence independently, proofread, and edit.
Ability to communicate effectively and courteously with executives, staff, and the general public.
Ability to plan and schedule meetings and make travel arrangements.

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