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Regional Administrative Assistant

3 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Provides advanced administrative support and/or technical assistance for Regional Administrative Services. Work involves assisting in the support of the operations of Regional Administrative Services. Plans, organizes, and implements a variety of advanced administrative activities. Maintains records including but not limited to the activities involved in the planning and execution of Agency’s goals. Schedules appointments, reviews mail, and formulates appropriate responses. Coordinates travel requests for regional staff. Supervises the work of others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Performs advanced technical/support work. Disseminates information on the agency's programs and procedures. Performs secretarial and administrative duties for Regional Administrative Services (RAS). Tracks administrative assignments, staffs and monitors correspondence, develop and edits business documents for review and assists in compiling responses throughout all levels of authority. Ensures prompt and accurate resolution to a wide variety of inquiries from internal and external stakeholders. Assists the Regional Director, Business Services Manager (s), Financial Services Manager, along with all levels of staff with the day-to-day support operations. (25%)

Coordinates and prepares advanced correspondence, reports, studies, and forms. Coordinates work between organizational units of the agency; local, state, and federal agencies, as well as private organizations. Schedules, organizes and manages appointments, meetings, conferences and travel for the Regional Management team. Travel arrangements range from initial authorization of flight, rental car, and hotel accommodations. Functions as the RAS Corporate Billing Account (CBA) lead and quality control for all Regional staff. Develops the Regional CBA travel logs and documents for submittal to Central Office. Performs training for Regional RAS employees as needed. Reviews and edits documents that require Regional Director’s approval. (25%)

Compiles and analyzes data, makes calculations and prepares reports. Develops or presents training materials and assists in preparing manuals, publications, and reports. Researches technical and policy issues and assists in the implementation of program planning. Provides Back-up to other Department and Administrative Support staff as needed. (20%)

Manages telephone calls and assists visitors in a professional manner. Responds to inquiries (internal and external) regarding technical programs and/or administrative regulations, policies and procedures. Provides timely and accurate responses to all inquiries. (15%)

Maintains files and records, some confidential in nature. Ensures correspondence and records are accurately organized and filed as well as safeguards/secures confidential material in accordance with records management guidelines. Develops policies and procedures as needed. (15%) Knowledge Skills Abilities:
Knowledge of office management principles, practices and administrative procedures.

Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.

Skill in problem solving and decision-making.

Skill in effective oral and written communication.

Ability to handle a variety of advanced assignments.

Ability to manage multiple tasks, with competing deadlines and produce quality deliverables with a sense of urgency.

Ability to establish and maintain effective working relationships with customers, peers, management, and external contacts.

Ability to implement new control systems and procedures and to evaluate their effectiveness.