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Senior Administrative Support Specialist

2 months ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

Senior Administrative Support Specialist

This role provides high-level clerical and administrative assistance to the Investigations Program Director within the Child Protective Services sector.

The Specialist plays a crucial role in ensuring efficient office operations by organizing, analyzing data, managing inventory, assisting with human resources tasks, interpreting policies and procedures, and delivering professional support to clients, families, and stakeholders as required. The ability to perform under pressure and prioritize tasks effectively is essential.

The position operates with limited supervision, allowing for significant initiative and independent judgment. Regular interaction with Texas Department of Family and Protective Services personnel and community members is expected.

Key Responsibilities:

Maintains regular attendance in accordance with agency policies and performs additional duties as assigned.


  • Gathers, organizes, tracks, and monitors various information types, including agency time studies, IT change requests, client service authorizations, and data from the HHSC income eligibility database. (25%)
  • Oversees program-related data entry and case tracking in IMPACT, including maintaining on-call schedules and managing courtesy requests and case transfers. Utilizes data warehouse for generating reports and information for stakeholders. (20%)
  • Manages telephone inquiries, addressing client questions or complaints professionally. Takes and routes messages, monitors faxes, and processes incoming and outgoing mail. (10%)
  • Prepares various documents such as meeting agendas, program information, contact lists, and organizational charts, and assists with meeting notes as needed. (10%)
  • Safeguards confidential program documents, including performance evaluations, personnel records, and case files, to support program operations. (10%)
  • Leverages technology to enhance program efficiency by reserving meeting rooms and assisting staff with travel claims. (10%)
  • Manages supply inventory and generates purchase orders to ensure adequate office supplies for staff. (10%)
  • May assist with switchboard operations, notarizing documents, and training new administrative staff as required. Performs other duties as necessary to maintain program functionality.
(5%)
Required Skills and Qualifications:

  • Proficient understanding of office practices and administrative procedures.
  • Strong verbal and written communication skills with the ability to comprehend both verbal and written instructions.
  • Experience in collaborating and interacting within an office environment supporting multiple staff members.
  • Proven ability to establish and maintain effective working relationships.
  • Capacity to work independently in a fast-paced setting.
  • Advanced proficiency in operating personal computers and various software applications, including Microsoft Word, Excel, and Outlook.
  • Ability to effectively manage and prioritize multiple tasks in a dynamic environment.
  • Competence in operating basic office equipment such as fax machines, copiers, and printers.
  • Professional and courteous communication skills.
  • Initiative and sound judgment in decision-making.