Executive Assistant III

3 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Executive Assistant to the Director of Provider Finance (Executive Assistant III) performs highly advanced (senior-level) professional assistance work for the Director of Provider Finance. Work involves overseeing high-level administrative operations of the Provider Finance Department. The Executive Assistant answers and screens phone calls, takes messages, and sets up conference calls; manages calendars, meetings, and conferences, develops trip itineraries and presentation materials, and coordinates air and ground travel for the Director of Provider Finance and, as needed, for the Deputy Director of Provider Finance positions; and communicates objectives, tasks, and decisions to staff on behalf of the Director of Provider Finance. The Executive Assistant will provide assistance to senior department staff with general human resources management actions, and oversees the preparation of reports, correspondence, studies, forms, manuals, and publications. The Executive Assistant will work in collaboration with the Director of Business Operations Support Services and the other departmental Administrative Assistants to coordinate administrative responsibilities, administrative practices, and to formulate policies. The position will report directly to the Director of Provider Finance. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgement.

Essential Job Functions:
(10%) Answers and screens phone calls, takes messages, and sets up conference calls for the Director of Provider Finance.

(35%) Manages calendars, meetings, and conferences, develops trip itineraries and presentation materials, and coordinates air and ground travel for the Director of Provider Finance and, as needed, for the Deputy Director of Provider Finance positions; prepares and submits travel vouchers electronically for the Directors, as needed.

(10%) Oversees certain purchasing activities, including professional membership renewals, subscriptions services, contracts with consultants, and supplies. Assists with budget preparation and expenditure tracking for the department.

(20%) Tracks and routes for approval by the Director of Provider Finance variance reports, correspondence, studies, forms, manuals, and publications; communicates objectives, tasks, and decisions to staff related to those documents on behalf of the Director of Provider Finance.

(10%) Oversees general administrative office duties, including assisting senior department staff with general human resources management actions. Ensures department compliance with HHSC administrative and human resources policy and procedures.

(10%) Provides backup administrative assistance to the Deputy Directors of Provider Finance and staff within PFD, as needed. Provides technical assistance as needed regarding office procedures and the preparation of documents.

(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:
Knowledge of office management principles, practices, and standard clerical and administrative procedures.
Knowledge of rules relating to confidential information and open records.
Knowledge of State of Texas travel rules and regulations is preferred.
Knowledge of CAPPS Financials and CAPPS Human Capital Management is preferred.

Skill in written and verbal communication.
Skill in time management and planning, prioritizing, and organizing workload to meet deadlines.
Skill in the use of Microsoft Office (including Outlook, Word, PowerPoint, Excel, Visio and SharePoint).
Skill in the use of office machines and equipment.

Ability to plan and schedule meetings and make travel arrangements.
Ability to organize and prioritize multiple tasks and demands.
Ability to understand, interpret, and apply pertinent policies and procedures in carrying out a project or procedures.
Ability to complete assignments with short deadlines.
Ability to effectively delegate and efficiently track assignments.
Ability to analyze and solve complex work problems independently.
Ability to prepare complex correspondence independently.
Ability to appropriately handle confidential and sensitive issues and materials.
Ability to exhibit initiative, dependability, resourcefulness, flexibility, creativeness, and independent thought.
Ability to communicate effectively and courteously with department staff, and the public.
Ability to establish and maintain effective working relationships with supervisory personnel, co-workers, and internal/external customers.

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