CPS SO Admin Asst IV

Found in: Talent US 2 C2 - 1 week ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
CPS SO Admin Asst IV

The Administrative Assistant IV provides administrative assistance to the Associate Commissioner for Child Protective Services, Deputy Associate Commissioner for Child Protective Services, and Directors. Work involves scheduling meetings and conferences; facilitating travel arrangements; compiling and analyzing data and reports; printing and copying materials; tracking executive and divisional assignments, special projects, and required reports; developing, coordinating, and maintaining filing systems and retrieving information; handling sensitive and confidential information; and maintaining personnel records. The position interacts routinely with the CPS Associate Commissioner, Deputy Associate Commissioner, Directors and Division Administrators, CPS staff, agency staff, upper-level management within the agency, other government entities, stakeholders, and the public. Work is performed under limited supervision with considerable latitude for the use of initiative and independent judgment. Works under pressure to meet short deadlines and ensures sensitive information is held in strict confidence.
Essential Job Functions:
• Provides primary support and coordinates activities for the CPS Associate Commissioner, Deputy Associate Commissioner and Directors.

• Schedules meetings, teleconferences, conferences and travel, including monitoring calendars and processing required travel documentation. Prepares and distributes agenda items and materials for the meetings. Answers inquiries from staff, the general public, or others regarding meetings and calendars.

• Prepares, edits, types, reviews, prioritizes, processes and distributes various types of incoming and outgoing print and electronic correspondence, forms and reports.

• Coordinates, transcribes, or composes various assignments and information for the Associate Commissioner’s attention or signature.

• Handles inquiries and complaint calls, responds to questions, takes messages, and provides general information and/or referrals.

•Supports general hiring and human resources functions, such as scheduling interviews, monitoring training delinquency, and coordinating schedules for staff coverage.

• Develops and maintains filing and record keeping systems, including electronic files.

• Coordinates with other CPS State Office support staff and develops standards and methods to ensure coverage for and general support to all CPS state office staff, including supporting phone coverage for the CPS state office information line.

• Anticipates potential operational and administrative problems within the department, and advises manager.

• Performs other duties as assigned and required to maintain unit operations.

• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all-work related contacts.

• Attends work regularly in accordance with agency leave policy.

Knowledge Skills Abilities:
• Knowledge of office practices, management, and administrative procedures.
• Knowledge of Microsoft office software, including Excel.
• Skill in establishing and maintaining effective working relationships.
• Skill in effective verbal and written communication.
• Skill in working in an office supporting several staff members.
• Strong administrative and organizational skills.
• Ability to effectively handle and prioritize multiple assignments in a dynamic environment.
• Ability to provide attention to detail and maintain a high level of accuracy.
• Ability to interact with all levels of staff.
• Ability to work independently in a fast-paced environment.
• Ability to operate a personal computer and various software packages.
• Ability to make sound judgments and to demonstrate tact in decision-making.
• Ability to work independently.

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