Administrative Services Officer

4 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Administrative Asst IV

Under the supervision of the Office of Border Public Health (OBPH) Operations Manager with guidance from the OBPH Director, performs advanced administrative support and technical assistance in planning, directing, and coordinating activities for the OBPH. Work involves developing, coordinating, and maintaining filing systems and all records for the office, performing internal administrative support work, disseminating information to and for staff, and providing technical assistance to staff to achieve efficient daily program operations. Acts as the main point of contact for OBPH and monitors and responds to the office phone calls and mail. Specific duties include preparing travel forms, travel vouchers, researching travel options, making reservations, and entering requisitions; managing the OBPH fleet vehicle; disseminating information; developing administrative policies and procedures; working within budget parameters; planning, writing, and preparing reports; writing, editing, and printing and distributing correspondence and/or other documents; maintaining office supplies and equipment; coordinating and supporting meetings, conferences, and/or training sessions; purchasing goods and services. Works with both OBPH Central Office Staff and Regional OBPH Staff. May assist with in researching, composing, designing, and editing articles for the OBPH newsletter and in the preparation of brochures for OBPH. Assignments are primarily in English, but some Spanish language skills may be needed to fulfill the responsibilities of this position. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Essential Job Functions:
EJF 1. Oversees and performs administrative support and technical assistance for the Operations Manager, Director and other OBPH staff as needed. Coordinates and maintains calendar and scheduling of appointments for the Director using Microsoft Outlook. Reviews and interprets policies and procedures on administrative issues. Provides guidance and technical assistance to staff. Coordinates scheduled travel and urgent arrangements and prepares travel forms for submission to the DSHS Travel Office utilizing E-Travel. Processes, reviews, and edits travel vouchers before forwarding to the Operations Manager for budget approval ensuring they are prepared according to Fiscal Division and Comptroller's requirements. Enters requisitions and reviews vouchers utilizing CAPPS Financials. Keeps track of state vehicle expenditures including gasoline and routine maintenance receipts for the office. Reviews, analyzes, and takes appropriate action on incoming phone calls, mail, and/or emails from the public, DSHS personnel, and other agencies, requiring initiative and independent judgment. Proofs and edits correspondence for accuracy, and formats before referring to the Operations Manager, Director, or higher authority. Attends and provides administrative support at meetings by taking, transcribing, and distributing minutes. Serves as Records Retention Coordinator maintaining a records retention schedule, Asset Management Coordinator, and Open Records Coordinator for the Office. Serves as the point of contact for various DSHS workgroups and assignments. Performs all work on time and helps OBPH staff maintain assignment and project timelines and meet deadlines.
EJF 2. Assists in writing, planning, and overseeing the preparation of reports and presentations. Researches, compiles, organizes data, and edits content for reports and special assignments. Schedules meetings to obtain information from the Operations Manager, Director and other OBPH staff regarding assignments. Attends meetings and provides support at meetings in taking, transcribing, and distributing minutes. Uses computer software applications such as Microsoft Word, Excel, PowerPoint, Teams, and SharePoint to generate charts, reports, speeches, and presentations. Assists with the collection of articles and pictures for the OBPH Newsletter. Helps gather articles from OBPH Regional Offices, other programs, agencies, etc., that can be used in the OBPH Newsletter. Proofreads, edits, and composes articles as needed. Assists with translation. Organizes and maintains the organization of documents in OBPH files and archives across multiple platforms including SharePoint, Teams, and internal shared drives.
EJF 3. Assists the Operations Manager and the Grant Specialist with budget preparations. Assists in maintaining a monthly expense report of the OBPH budget and the Regional Offices by keeping track of all expenditures within OBPH and for the Regional Offices. Recommends and assists in preparing transfers, and/or budget journals as needed.
EJF 4. Serves as a legislative backup for OBPH. Reviews, assigns, and tracks legislation assigned to the Office via Texas Legislative Services (TLS) when the Legislative Coordinator is out. Develops and maintains legislative files.
EJF 5. Performs related duties as assigned including but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligation for disaster response and/or recovery of Continuity of Operations (COOP) activation. Knowledge Skills Abilities:
Knowledge in the following areas: clerical, administrative and office procedures; department rules, regulations, policies, procedures, and practices; computer and network operations; working with established budgets; legislative procedures and protocol; Inventory Control Management; and maintaining an inventory of fixed assets.

Skills in the following areas: time management and planning; writing, proofreading, and filing; coordinating conferences, meetings, and workshops for small and large groups; computer software, Microsoft Excel, Word, Outlook, PowerPoint, SharePoint and others; State travel policies and procedures and State Time/Leave system and procedures; and requisition entry.

Abilities in the following areas: devising solutions to problems; preparing concise reports; developing and evaluating policies and procedures; working as a part of a team; creating effective and accurate manual and automated filing systems, inventory management, travel expenses, purchases, and budget balances; communicating effectively in written and conversational business English and Spanish: speaking, reading, writing, grammar, and spelling; translating/transcribing material from English to Spanish and vice versa; managing multiple projects simultaneously, prioritizing and meeting strict deadlines, and maintaining day-to-day program activities; establishing and maintaining effective working relationships with supervisors, peers, binational (U.S.-México) officials, medical and allied health professionals, the general public, vendors, and counterparts in local, state, federal, and bi-national level organizations; and working independently on difficult or complex tasks, keeping complex records.

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