Administrative Asst III

4 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Program Policy Team within the Medicaid and CHIP Services (MCS) Office of Policy is seeking a highly qualified candidate to fill the position of Administrative Assistant III. The Administrative Assistant III performs highly complex (journey-level) administrative support work. Works under general supervision, with moderate latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual, or unique situations arise and assist others in performing higher-level work.

This position reports to the Director of Program Policy within the Office of Policy. Work involves coordinating meetings and conferences and disseminating information, and coordinating internal administrative support work. The position works closely with other administrative staff within the Office of Policy and MCS to ensure that all required administrative support functions are accomplished. This position allows for some telework and requires regularly scheduled days in the office based on the unit's business needs.

The ideal candidate thrives in an environment that emphasizes teamwork to achieve goals, excellence through high professional standards and personal accountability, curiosity to continuously grow and learn, critical thinking for effective execution, and integrity to do things right even when what is right is not easy.
Essential Job Functions:
20%: Proactively engages internal agency partners and other stakeholders to represent the administrative needs of Program Policy. Engages colleagues with professionalism, tact, and discretion.

20%: Compiles materials for Program Policy and Office of Policy meetings, conferences, trainings, new hire onboarding, and other similar functions. This effort includes but is not limited to meeting scheduling, developing and distributing agendas, meeting minutes, and action items using Microsoft systems including Outlook, Word, PowerPoint, and Teams.

15%: Compiles, edits, and summarizes work products for Program Policy staff and leadership as requested and reviews reports, documents, travel materials, budget and requisition documents and other work products to ensure administrative completeness.

15%: Coordinates and works with staff and management regarding specific Program Policy and Office of Policy administrative functions, including but not limited to travel coordination, purchasing, CAPPS functions, time/leave entries, auditing, posting, selection process, interview process, hiring process and new staff onboarding.

15%: Develops and maintains electronic files using the Microsoft Office programs, Adobe Acrobat, Microsoft Teams, CAPPS, and other organizational computer programs. Relays or retrieves information as requested from staff and adheres to the principles of confidential information. Explains and disseminates information concerning Program Policy or Office of Policy programs and procedures.

10%: Ability to implement creative solutions to problems or objectives with multiple stakeholders.

5%: Other administrative functions as requested. Knowledge Skills Abilities:
1. Knowledge of office practices and administrative procedures.

2. Skill in the use of standard office equipment and software.

3. Ability to implement new administrative systems and procedures and to evaluate their effectiveness;

4. Ability to interpret rules, regulations, policies, and procedures;

5. Ability to communicate effectively; and

6. Ability to provide guidance to others.

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