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Administrative Asst III

2 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Administrative Asst III
Performs complex (journey-level) administrative support work. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Essential Job Functions:
Prepares and disseminates information concerning agency programs and procedures.
•Acts as a single point of contact for receiving and reviewing assignments from the Director of Field and Director of Field Support Services.
•Sends out communication emails or inquiries to regional staff or statewide on behalf of Directors and collects and compiles responses, as needed.
•Assists the Director of Field Support and Managers with special projects and time sensitive reports. Reviews and edits memos and other communications for distribution.
•Disseminates proposed policy updates to field staff for review and compiles edits and feedback for the author.

Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
•Writes and distributes notes and reports for the Director of Field Support and other team managers. Edits notes, emails, inquiries and other correspondence for staff and directors prior to distribution.
•Takes notes during in person and virtual meetings and provides to the Director and team members, as needed.
•Tracks data and assists in preparing reports regarding effectiveness of programs.
•Creates and maintains process flow documents.

Performs general office duties such as filing and maintaining a filing system, answering and routing phone calls, and ordering and maintaining office supplies.
•Provides phone coverage and assistance and routes calls to appropriate Departments.
•Work includes gathering input from division employees regarding their office supply needs and/or purchasing needs.
•Works with contracts, accounting, and HHSC regarding purchase orders and/or manual payment requests for regional or state office supplies, leadership conference planning, and childcare payment reimbursements.
•Maintains filing system and other documents for Directors, via electronic or paper system.
•assists regional staff with maintaining electronic filing system of case records.

Responds to inquiries and explains rules, regulations, policies, and procedures.
•Receives and responds to all calls and emails regarding program issues, complaints, inquiries, and general requests for information.

Coordinates meetings, conferences, and seminars.
•Works with vendors and the contracts division to secure speakers and meeting space for conferences and team meetings.
•Creates agendas, prepares folders, and take notes during meetings.
•Prepares and distributes surveys to meeting and conference participants to elicit feedback.

Compiles and enters data for charts, graphs, databases, summaries, or reports.
•Work includes maintaining naming conventions on the share drive and/or Microsoft teams and assisting team managers in maintaining files and record keeping and uploading information into spreadsheets
•Performs data entry into IMPACT and other electronic programs and systems.
•Complies and enters data for charts, graphs, databases, summaries or reports as needed for the Field Support Team.

May manage and maintain schedules and travel arrangements for managers and directors.
•Scheduling interviews for job applicants on behalf of Director of Field Support and Managers
•Work includes scheduling individual and team meetings, making adjustments to meeting invitations when needed, making travel arrangements including airfare, hotel, and car reservations, submitting travel authorizations and claims on behalf of managers and directors.
•Assisting master staff with advanced travel requests.
•Tracks travel claim submissions for staff to ensure timely completion.

May prepare and compile presentation and training materials.
•Work includes reviewing and editing reports and handouts and gathering necessary documentation for meetings and training sessions.
•Prepares PowerPoint presentations and other training materials.
•Assists in setting up webinars and drafting communication to field staff regarding scheduling and registration of trainings.

May provide guidance to others
•Provides training assistance to other administrative staff.
•Provides guidance to field and state office staff regarding travel, electronic filing, the use of programs such as Microsoft teams, completion of Random Moment Time Studies, and other tasks, as needed.

Performs related work as assigned.
Knowledge Skills Abilities:
•Knowledge of office practices and administrative procedures.
•Skill in establishing and maintaining effective working relationships.
•Skill in effective verbal and written communication.
•Skill in working in an office supporting several staff members.
•Skill in using a personal computer and various Microsoft software packages.
•Ability to interact with all levels of staff.
•Ability to work independently in a fast-paced environment.
•Ability to effectively handle multiple assignments in a dynamic environment