Executive Assistant I

3 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Executive Assistant I works under the direct supervision of the Director of Mental Health Programs, Planning & Policy (MHPPP) in Behavioral Health Services (BHS). Performs advanced executive administrative support and technical program functions with limited supervision and considerable latitude for the use of initiative and independent judgment. Provides, coordinates, and oversees high-level administrative support for the Director and staff. Functions require coordination with other HHSC units and sections, state/federal agencies, legislative staff, public entities, and stakeholders. Develops, coordinates, and maintains executive office and sections data record and filing systems. Function may require compiling data for charts, graphs, databases, and report summaries. Coordinates critical data file maintenance, support, and record-keeping; including preparation, editing, formatting, and distribution of reports and documents for MHPPP for the use of agency initiatives and mandates, and Institutional Review Board and Open Record Request requirements. May assist in compiling, designing, and/or editing materials for trainings, presentations, reports, and publications, including manuals and forms. Coordinates trainings, meetings, and conferences; including but is not limited to logistics, scheduling, staff/attendee travel, and tracks continuing education units for required trainings. Keeps a log of all required training certifications, ensuring monthly time reports are met. Submits and coordinates purchasing requests (general office supplies, equipment, software), as well as maintains support files for purchases to ensure correct accounting information. Essential Job Functions:
Attends work on a regular and predictable schedule following agency leave policies and performs additional duties as assigned.

EJF1. (30%) Executes advanced executive administrative tasks proactively, including sudden short-term projects with limited or no supervision from the Director. Manages and oversees high-level administrative operations for the Director and staff, applying agency procedures to prioritize and execute tasks efficiently. Coordinates and implements projects as directed by the Director, including planning, coordination, monitoring, and evaluation of Division programs, utilizing facilitation skills and project management tools. Manages the Director’s calendar, schedules meetings, and liaises with staff and external parties. Reviews outgoing executive correspondence, oversees signature acquisition, and provides technical support in areas like purchasing, training, and agency policies. Maintains critical data files and acts as a liaison between the agency, director, and other managers.

EJF2. (20%) Coordinates trainings, meetings, and conferences, managing logistics such as location, scheduling, travel arrangements, and materials. Assists in compiling materials for trainings, presentations, and reports. Researches meeting data, designs publications, and edits Division manuals and forms. Handles travel arrangements and vouchers, assists in budget preparation, and supports report preparation and distribution. Compiles data for summaries and creates charts and graphs as needed.

EJF3. (30%) Acts as backup/cross-trained for the Divisions Staff Services Officer (SSO), assisting in developing and implementing administrative and technical policies, ensuring compliance with human resources policies, and coordinating projects across the Division. Provides training, guidance, and support to staff, coordinates special assignments, and handles confidential information. Assists in human resource functions such as position audits, hiring, orientation, and performance procedures. Coordinates administrative activities, maintains organizational charts, and assists with space, facilities, and equipment needs.

EJF4. (15%) Manages office supply and equipment inventory, orders supplies using various systems, and tracks purchasing activities while adhering to policies and procedures. Maintains records, purchases equipment and software, and handles human resources tasks such as tracking training certifications and supporting managers with HR management actions. Ensures timely submission of time reports, provides program information, compiles data, prepares reports, and maintains filing systems.

EJF5. (5%) Performs miscellaneous duties as assigned.
Knowledge Skills Abilities:
• Knowledge of accepted business practices and procedures; applicable rules,
regulations, and policies; and related legislative and legal practices and procedures.
• Skill in the use of standard office equipment and software.
• Ability to handle high-level administrative issues; to analyze and solve work-related
problems; to communicate effectively; and to provide guidance to others.

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