Administrative Asst IV

2 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Administrative Asst IV
The Texas Health and Human Services Commission (HHSC) seeks to fill the Administrative Assistant IV position within Access and Eligibility Services (AES), Community Access (CA), Office of the Associate Commissioner. The ideal candidate will thrive in an environment that emphasizes innovation through new ideas, striving for excellence, accomplishing more through partnership, leading by example, and continuous improvement.

Under the general supervision of the Manager V, the administrative assistant IV prepares, interprets, and distributes information concerning agency programs and procedures. Compiles and disseminates materials for special projects, ensuring associated staff are notified of needed data for related projects. Assists CA Managers, Directors, and the Associate Commissioner with scheduling interviews and creating interview packets. Screens, organizes, prioritizes, tracks assignments, required reports, and deliverables, along with alerting leadership of priorities and operational challenges that could impact the day to day operations or project timelines. Coordinates with CA staff for signature approvals on documents and reports. Develops, coordinates, and maintains unit-wide filing systems (paper/electronic) to track and document critical correspondence with employees, stakeholders, management and other relevant parties. Coordinates and tracks travel requests, vouchers, employee training, organizational schedules, and other critical documents and reports. Tracks travel vouchers to completion, monitors expenditures, and prepares any needed reporting. Promotes team and program culture and a positive work environment. Exhibits professional behavior when working with all levels of staff. Performs other duties as assigned or required to meet the goals of the department. Works under moderate supervision, with latitude for the use of initiative and independent judgment.

Essential Job Functions:
Distributes materials, information & status reports. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word, PowerPoint, Excel, and other computer software. Maintains official hard copies and electronic files of correspondence in a standard format easily accessible to program staff. Develops, coordinates, and maintains the filing system and retrieves information; and adheres to the principles of confidential information.

Provides administrative support as assigned by the Manager, Director and Associate Commissioner. Coordinates assigned meetings and conference calls as needed. Identifies resource constraints and manages schedules to ensure no scheduling conflicts and the best possible use of time. Performs general office duties such as maintaining filing system and order and maintaining office supplies.

Prepares and coordinates travel documents, purchase vouchers, invoices, requisitions, employee training, organizational schedules, interviews and interview packets, and other critical documents related to travel and requisitions.

May coordinate human resources functions to include transfers, separations, and new hires. May prepare confidential material to include coordinating interviews and interview packets. Coordinates onboarding of new staff to ensure all required paperwork is completed and submitted following established HHS policy and procedures.

Serves on applicable workgroups and plans, coordinates and promotes staff satisfaction and engagement to promote a positive work culture.

Other duties as assigned may include supporting and assisting in work to maintain continuity of operations (COOP) of the agency during a disaster response and/or recovery effort. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge Skills Abilities:
Knowledge of:
Coordinating projects and assignments
Organizational travel and records retention policies and procedures
Related local, state, and federal laws and regulations and administrative policies and procedures

Skill in:
Effective oral and written communication
Identifying problems, evaluating alternatives, and implementing solutions
Working collaboratively and cooperatively with diverse groups
Organizing, managing, and prioritizing tasks, schedules, projects and reports
Using technology, such as MS Office including Excel, MS Outlook, Outlook calendar, Internet research, Adobe Pro, databases
Building and maintaining effective working relationships, exercising professional judgement, tact, discretion and diplomacy

Ability to:
Monitor project progress and track milestones
Demonstrate discretion and maintain confidentiality
Exercise sound judgment in making critical decisions
Analyze project-related information and develop plans to address identified
issues
Work independently and to gather information from a variety of sources
Think creatively and support creative thinking in others
Establish goals and objectives
Foster a positive work environment
Prepare and maintain records, files, and reports
Communicate effectively, both verbally and in writing
Assign, delegate and coordinate work assignments of others
Proofread and edit for grammatical content
Prioritize and plan assignments, and handle multiple projects in a fast paced environment
Work effectively under pressure
Establish and maintain positive and effective working relationships with staff at all levels of the organization, and internal and external stakeholders
Understand, interpret and apply department and agency rules, regulations, policies, procedures
Ability to maintain confidentiality

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