ODSI Executive Assistant

3 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Performs highly complex (senior-level) professional assistance work for the Office of Data & Systems Improvement (ODSI). Work involves entry and monitoring of ODSI procurements; coordination of security access reviews; organizing and executing ODSI events; management of DFPS data research requests; evaluating grant opportunities for ODSI efforts; administration of forward-facing ODSI information such as SharePoint; scheduling interviews and assistance with new hire onboarding; ODSI organizational chart maintenance; and coordinator for legislative session. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Essential Job Functions:
* Enters and monitors ODSI procurements through the full lifecycle and develops a mechanism for tracking all ODSI procurements; (20%)

* Coordinates system security access reviews; (15%)

* Organizes and executes ODSI events, such as All-Hands meetings, ODSI gatherings, and ODSI Leadership Summit; (15%)

* Manages DFPS data research requests, working alongside partners such as program, General Counsel, and Records Management; (15%)

* Researches and evaluates grant opportunities for ODSI technology needs; (5%)

* Maintains and updates forward-facing ODSI information such as SharePoint and SafetyNet; (5%)

* Schedules ODSI interviews and assists with new hire onboarding, such as entering requests for equipment and software access; (10%)

* Mantains the ODSI organizational chart; (5%)

* Serves as coordinator for legislative session. (10%)

* Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Additional detail:
Coordinates calendars, meetings, and conferences; develops trip itineraries and presentation and handout materials; coordinates travel for an executive(s).
•Organizes and executes ODSI events, such as All-Hands meetings, ODSI gathering, and ODSI Leadership Summit;
•Schedules ODSI interviews and assists with new hire onboarding, such as entering requests for equipment and software access;
•Coordinates ODSI leadership calendars as needed;
•Coordinates travel for ODSI leadership as needed

Completes expense and mileage reports for an executive(s).
•Submits travel expenses for ODSI leadership as needed

Prepares and/or proofs for accuracy various documents, including correspondence, memos, meeting notices and agendas, charts, presentation slides, handouts, forms, and spreadsheets.
•Maintains and updates forward-facing ODSI information such as SharePoint and SafetyNet;
•Maintains ODSI organizational chart;

Greets visitors, answers and screens phone calls, takes messages, and sets up conference calls for an executive(s).
•Schedules conference calls, i.e. meetings as necessary.
•When in office greets visitors, answers and screens phone calls, takes and responds to messages.

Provides input into developing and revising administrative policies, procedures, standards, and methods, and provides guidance and interpretation on policies and procedures.
•Evaluate need for ODSI administrative policies or processes and provides guidance when applicable.
•Provides assistance in understanding the agency policies and their application such as travel and training;

Communicates objectives, tasks, and decisions to staff on behalf of an executive(s).
•Serves as backup coordinator for legislative session to provide communication to staff on behalf of ODSI leadership.

Advises and assists an executive on high-level administrative matters and operations.
•Enters and monitors ODSI procurements through the full lifecycle and develops mechanism for tracking all ODSI procurements;
•Coordinates system security access reviews;
•Manages DFPS data research requests, working alongside partners such as program, General Counsel, and Records Management;
•Researches and evaluates grant opportunities for ODSI technology needs

May provide guidance to others.
•Provides training assistance to staff, as necessary.
•Provides guidance to staff regarding travel, electronic filing, use of programs such as Microsoft Teams, and other tasks, as needed.

Performs related work as assigned. Knowledge Skills Abilities:
Knowledge of accepted business practices and procedures.
Knowledge of applicable rules, regulations, and policies.
Knowledge of 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.
Ability to communicate effectively.
Ability to provide guidance to others.

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