Program Operations Executive Assistant

4 weeks ago

Austin, United States Dept of State Health Services Full time

The Program Operations Executive Assistant provides executive level support to the Associate Commissioner and Deputy Associate Commissioner for the Program Operations Division in Austin, Texas. This position will be required to work core business hours Monday through Friday from 8:00AM to 5:00PM. The Executive Assistant position is eligible for partial telework, however there will be required days to work onsite.
- Primary Responsibilities:

- Performs management and executive level administrative support functions for the Associate Commissioner.
- Maintains Associate Commissioner’s calendar, schedules meetings and reserves conference rooms, facilitates written and verbal communication, and works on special assignments as requested.
- Processes purchase requests and assists in budget preparation and monitoring.
- Provides backup administrative assistance to section directors and other executive team members and staff within the Commissioner's office as needed.

**Essential Job Functions**:

- (20%) Acts as the Division liaison providing assistance to DSHS and Health and Human Services (HHS). Responds to policy, process, or procedural inquiries, addresses issues, and/or resolves problems and complaints related to the division’s functions. Interprets policies and procedures to assist the Associate Commissioner with decisions regarding division assignments. Assesses priorities on behalf of the Associate Commissioner, analyzes intermediate problems, and resolves or escalates issues/problems to the appropriate executive within the agency.
- (20%) Monitors program budget to ensure funds are available, orders and coordinates approvals for purchasing supplies, goods, and services. Provides budget, expenditure, and other administrative services reports. May schedule travel (in-state/out-of-state), make hotel reservations, and prepare itineraries, and submit travel vouchers for reimbursement for the Associate Commissioner, Program Operations Section Directors and other executive staff as needed.
- (10%) Maintains confidential files for the Associate Commissioner and acts as the Open Records Coordinator for the division, coordinating and handling all requests. Assists Associate Commissioner with HR-related tasks for direct reports such as hiring, onboarding, tracking time and leave, and maintaining related documentation.
- (10%) Provides backup administrative assistance to other executive team members and staff within the Commissioner's office as needed; serves as Division representative to Tenant Council; performs other duties as assigned. (Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location).

**Knowledge Skills Abilities**:
Knowledge of administrative and management practices, rules relating to confidential information, and budget monitoring.
- Skill in the operation of computers and software (e.g., Outlook, Word, Excel, and PowerPoint, Visio and SharePoint), identifying and implementing solutions, and composing and editing reports and communications.
- Ability to implement and evaluate the effectiveness of administrative procedures, maintain calendars/schedule meetings, develop, maintain tracking systems, maintain confidentiality, and provide good customer service.

**Registration or Licensure Requirements**:
None.

**Initial Selection Criteria**:
1. Minimum of 5 years of work experience providing support to a senior level or C-suite/C-level executive.
- 2. Minimum of 5 years of work experience using Microsoft Outlook to manage calendars and schedules.
- 3. Experiencing managing/tracking program budgets and purchasing supplies, goods, and/or services.
- 4. Experience (intermediate or advanced level) with Microsoft Word, Excel, and PowerPoint.

**Additional Information**:
**MOS Code**:
42A, YN, 0111, 3A1X1HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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