Executive Assistant II

3 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Executive Assistant II
The Executive Assistant II is selected by and reports directly to the Deputy Associate Commissioners (DACs) for Procurement and Contracting Services (PCS). The Executive Assistant performs highly advanced professional and confidential administrative assistance and works under limited supervision with latitude for the use of initiative and independent judgment. Duties include:

•Provides complex professional administrative functions and serves as a liaison with other senior management staff;
•Interacts daily with other executive offices to coordinate assignments;
•Develops and coordinates the implementation of administrative projects/initiatives assigned by the DACs or other executive staff;
•Develops and manages documents and filing systems; and
•Performs other duties as assigned or required to maintain efficient and accurate office operations.
Essential Job Functions:
EJF 1. Provides timely professional administrative functions for the DACs. Interacts daily with other executive offices to coordinate assignments. May direct the flow of assignments, requests, and critical information to the appropriate staff and program area. Reviews, edits, and finalizes documents (letters, briefing papers, memos, etc.) ensuring that the documents adhere to established HHSC guidelines for correspondence. Accurately composes, designs, and types documents, correspondence, forms, and reports utilizing a variety of software applications (e.g., Microsoft Office, Visio, MS Project, PowerPoint, Publisher, Excel, and Access). 20%

EJF 2. On a timely basis, accurately schedules and coordinates appointments with executive level staff, program staff, coordinating departments, state and federal agencies, and external entities requesting appointments. Schedules meetings for PCS staff. May develop and prepare meeting agendas, attend meetings, and record and transcribe meeting minutes as needed and within agreed upon deadlines. May involve a variety of special duties or tasks. 20%
EJF 3. Develops and coordinates the implementation of administrative projects/initiatives assigned by the DACs or executive staff. Develops a plan and strategy for gathering input from key staff regarding an approach to address a problem/issue. Implements and completes projects and work in a timely fashion. Serves on administrative workgroups as assigned. Compiles division management reports and reviews for content, formatting, and accuracy. 20%
EJF 4. Maintains daily office organization. Implements document management, including technical planning and/or overseeing the development of reports and documents. Reviews, edits, routes, and files documents. Develops and maintains filing system in accordance with agency retention policies. Provides updates to the retention schedule annually, as needed. Establishes and implements a tracking system to ensure timely completion of assignments. 20%
EJF 5. Coordinates with other executive assistants in monitoring the PCS office. Greets visitors, answers and screens phone calls, takes messages, and sets up conferences. May assist other executive assistants with building assignments, maintaining all office supplies, and perform other duties as assigned. Serves as back-up for mail handling. 10%
EJF 6. Makes appropriate travel arrangements for PCS staff that includes hotel, car rentals, and airline arrangements, as well as ensures that travel information has been provided to the PCS staff. Serves as primary travel card holder and ensures reconciliation, which requires agency travel training. 10%
Knowledge Skills Abilities:
Knowledge of State of Texas policies and procedures.
Knowledge of executive office operations.
Skill in developing, writing and editing documents.
Skill in review of detailed documents.
Skill in organization and prioritization.
Skill in analyzing and evaluating complex administrative issues.
Skill in the use of computer and related equipment, including the use of Microsoft Office Suite, specifically Outlook, or equivalent to include word processing, spreadsheet, database, or presentation software programs.
Ability to develop creative and workable solutions to complex problems and issues.
Ability to communicate effectively both orally and in writing.
Ability to coordinate with other staff, departments, officials, agencies, organizations, and the public.

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