Administrative Asst IV

2 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Under the general supervision of the IIS Unit Director, coordinates administrative activities of the IIS Unit. Maintains the calendar and schedules group and individual meetings. Screens content of correspondence and emails, maintains a suspense file for follow-up and compliance due dates. Coordinates with staff, group managers and Immunization Section office for signature approvals on documents. Provides some administrative office support to the Immunization Section staff as needed. Essential Job Functions:
(30%) Provides administrative support as assigned by the IIS Unit Director. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Coordinates the preparation, editing, proofing and distribution of technical documents, reports, correspondence, memos, and forms before submitting for signature/approval. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the IIS Unit Director.

(30%) Coordinates regular meetings and conference calls on behalf of the IIS Unit Director. Coordinates conferences and senior management meetings on behalf of the Unit. Coordinates the development of handouts and other materials necessary for all meetings. Monitors the email and calendar of the IIS Unit Director and interprets and disseminates information to Management regarding critical issues. Evaluates requests and inquiries to determine which are priority matters and alerts the IIS Unit Director accordingly. Coordinates and maintains multiple mailboxes and calendars in Microsoft Outlook. Coordinates responses to constituent inquiries. Ensures calendar is updated and identifies potential scheduling conflicts. Prepares daily binder and keeps files organized. Keeps IIS Unit Director informed of pending decisions and commitments.

(15%) Participates in the planning, development and training related to administrative policies and procedures. Serves as liaison between programs, Unit, Section and Division for authorization sign-off on rule items, grant compliance reports, service contracts, out-of-state travel requests and Memorandum to the Commissioner. Ensures out of state travel requests are prepared according to division policy and tracked through final approval or denial. Includes offering technical advice and assistance to Unit personnel in administrative policy and procedure matters. Purchasing for Unit using HHSAS, Office Depot, PRF’s, & other methods of purchasing.

(15%) Coordinates the completion of Unit assignments, including HEART assignments, to ensure timely submission. Ensures that staff is aware of, and adheres to, all policy guidelines. Coordinates submission of assignments to both the section and division offices and maintains necessary files/records. Develops and maintains filing system for personnel files. Serves as back up to the Section Staff Services Officer for HR Issues & IT procurement & Special Assignments. Assist SSO in training Section’s administrative assistants on office procedures and may supervise the work of others.

(5%) Prepares Travel Request Authorization Forms and makes travel arrangements and reservations. Enters, monitors and approves travel related submissions on behalf of the IIS Unit Director in the Travel Reimbursement System.

(5%) Other duties as assigned may include actively participating during a disaster response and/or recovery effort, serving in a supporting role during a disaster response and/or recovery effort, and assisting in work to maintain continuity of operations of the agency during a disaster response and/or recovery effort. Such participation may require an alternate shift pattern assignment and/or location. Serves as a Floor Coordinator for Evacuation Coordination (i.e. Fire Drills). Unit personnel in administrative policy and procedure matters. Purchasing for Unit using HHSAS, Office Depot, PRF’s, & other methods of purchasing.
Knowledge Skills Abilities:
•Knowledge of agency administrative policies and procedures.
•Knowledge of Microsoft Office products: Microsoft Word, Outlook, Excel, Visio, PowerPoint etc.
•Skill in using Microsoft office, Outlook, Microsoft Word, Excel, email, printers/fax.
•Skills in organizing, time management and planning.
•Ability to work independently and to problem solve.
•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 on multiple projects with frequent deadlines.
•Ability to proofread and edit for grammatical content.
•Ability to keep Unit Director 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.

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