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Administrative Asst IV

3 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Performs highly complex administrative support and technical program assistance work. Works under the supervision of the Newborn Screening Unit Director. Provides administrative support for all areas of the Newborn Screening Unit including direct administrative support to the unit physician, and all managers. Responsibilities include planning, developing, coordinating, and monitoring internal administrative functions of the unit as directed by the unit director. Work involves supporting the work of the unit staff, maintaining filing systems, disseminating information, and communicating with internal and external customers. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the unit director with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(30%) Provides administrative and customer support relating to budget, personnel, and travel documents as assigned by the unit manager, medical director, and unit staff. Coordinates the preparation and editing of materials, correspondence, memos, and reports using Microsoft Office including Word and Excel. Enters requisitions into the DSHS financial information system. Proofs correspondence, memos, technical documents, and forms from Unit staff for accuracy before submitting for signature/approval of the unit director or higher authority. Maintains official copies of correspondence mailed from unit Director. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls for the unit.

(20%) Monitors emails and online calendar of unit director using Microsoft Outlook. Evaluates requests and inquiries to determine which are priority matters and alerts accordingly. Keeps unit director informed of pending decisions and commitments. Coordinates assigned meetings and conference calls as needed. Makes decisions to contact unit director at offsite locations or raise issue to backup manager if the unit director is on leave status when critical situations require immediate response or action. Refers inquiries or other requests that do not require the response from the unit director to managers in the unit for appropriate staff assignment and follow up. Maintains Unit inventory and orders office supplies and other materials, makes services calls for office equipment, requests paper shredding removal, and office building maintenance requests in a timely manner for the Unit.

(15%) Coordinates assigned meetings/conference calls within the unit, supporting groups as needed. Records, transcribes, and distributes minutes within established timeframes as directed by the unit director or their designee. Maintains a master schedule of all meetings and assures that necessary room arrangements and audiovisual equipment is available. Prepares, plans, and/or oversees the preparation of handouts and other materials necessary for assigned meetings. Maintains electronic distribution lists and rosters of consultant groups, standing meeting attendees and stakeholders as required.

(15%) Obtains, reviews, maintains, and distributes agency and Newborn Screening Unit administrative policies, procedures, and announcements to appropriate Unit staff. Responds to inquiries from staff and managers regarding announced changes to administrative policies and procedures after researching issues thoroughly and documenting results in email or other written correspondence. Assists new unit staff in securing IT hardware and software and appropriate security clearances. Maintains and updates the unit work schedules, and vacation calendar. May assist in the review and revision of Section policies.

(10%) Serves as Records Coordinator for the unit, working with assigned staff in each branch and/or group. Provides assistance to staff with records retention issues and state library requests. Trains staff in records retention policies and procedures. Maintains records retention schedule by inventorying and purging files appropriately. Prepares Open Records Report monthly. Services as the unit Floor Safety Coordinator outlined in the Office Emergency Action Plan.

(5%) Provides backup for other administrative support staff with duties that are necessary for operations of the unit.

(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 or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
List the knowledge, skills, and abilities critical to performance in this position:

Knowledge of English grammar, spelling, punctuation, and writing style.
Knowledge of modern office practices including use of printers, copiers, fax machines, and microcomputers for word and data processing.
Knowledge of the preparation, maintenance, and control of forms, records, and reports.
Knowledge of state travel policies and procedures.
Knowledge and experience in ordering office supplies and maintenance of office supply equipment.

Skill in verbal and written communications.
Skill in answering a multi-line telephone.
Skill in composing, proofing, editing, and formatting high level written reports and correspondence.
Skill in using a computer and software, including Microsoft Office Suite, or other spreadsheet, database, or software programs.
Skill in learning and adapting computer programs to specific tasks.
Skill in taking meeting notes and/or transcribing minutes of meetings.
Skill in problem solving and attention to detail
Skill in time management, organizing workloads, and setting priorities to meet deadlines

Ability to work effectively with groups of people.
Ability to type accurately from a draft or handwritten copy.
Ability to work independently when carrying out administrative tasks.
Ability to prioritize work, complete assignments in a timely manner, and meet stringent deadlines.
Ability to coordinate and train administrative personnel.

Ability to read and interpret agency and division/program policies and procedures.
Ability to identify problems and suggest or implement solutions when appropriate.
Ability to deal with stressful situations in a diplomatic and tactful manner.
Ability to work discretely and maintain confidentiality when dealing with sensitive information/issues.
Ability to work in a team environment.