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Operations Assistant III
2 months ago
We are seeking a highly skilled and detail-oriented Administrative Support Specialist III to join our team at the Texas Department of Aging & Disability Services. This is a critical role that requires strong organizational and communication skills, as well as the ability to work effectively in a fast-paced environment.
Key Responsibilities- Preparedness Support
- Perform complex administrative tasks to support the Preparedness and Response program, including compiling grant reports and assisting with budget tracking.
- Coordinate arrangements for program meetings, conferences, and appointments.
- Prepare technical correspondence, meeting minutes, and create spreadsheet reports.
- Monitor and initiate purchases of supplies, training materials, and registrations submitted by requisitions.
- Track and monitor assigned operating unit budgets.
- Operations Support
- Provide direct support to the ERT/PHP Team with special projects and epi operations, including working with databases, compiling data, and producing reports.
- Provide administrative support related to emergency response and serve as finance lead at the PHR 9/10 Regional Operations Center.
- Assist with training activities, including the preparation of materials, coordinating logistics for facilities or meeting locations, and liaison work with other agencies and personnel for response activities.
- Provide training and presentations related to travel and preparedness activities.
- Assist with incoming correspondences and routes to appropriate staff.
- Budget Support
- Provide administrative and technical support for the Preparedness and Response Manager, including maintaining a detailed filing system for budget and purchases.
- Create and update complex tables and spreadsheets using statistical software.
- Use Qualtrics software to run reports and create summaries.
- Prepare program purchase requisitions, conduct online ordering of supplies, and record expenditures in master logs.
- Maintain accurate inventories for all program equipment and supplies located on DSHS properties.
- COOP Support
- Perform special assignments as requested, including 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 activation.
- Knowledge and Skills
- Knowledge of office practices, procedures, systems, and equipment.
- Knowledge of computer information systems and software (Excel and Access).
- Knowledge of medical terminology and practices.
- Knowledge of statistical software.
- Knowledge of creating spreadsheets and databases.
- Knowledge of preparing sensitive and confidential documents.
- Knowledge of HIPAA compliance.
- Knowledge of Qualtrics software.
- Skills
- Skill in developing and maintaining accurate filing systems.
- Skill in preparing letters, memos, technical reports, and forms that require proofreading and quality assurance.
- Skill in developing and implementing complex procedures from general instructions.
- Abilities
- Ability to work in group settings and work as a team member.
- Ability to drive state vehicles, including vans, trucks, and cars.
- Ability to conduct presentations and trainings.
- Ability to work well as a member of a team, exercising tact and diplomacy.
- Ability to compile and analyze data, make calculations, and prepare reports.
- Ability to work discreetly, maintain confidentiality of employee information and medical records.
- Ability to prioritize work, meet deadlines, manage time effectively, organize schedules, and use initiative to solve problems.
- Ability to maintain a high level of discretion when dealing with sensitive/confidential information.
- Ability to apply and interpret federal, state, and/or agency regulations, policies, and procedures.
- Ability to maintain highly complex records and to prepare reports from a variety of information.
- Ability to communicate efficiently and effectively using both written and verbal skills.
- Ability to implement administrative procedures and to evaluate their effectiveness.
This position requires the ability to work in a fast-paced environment and to prioritize multiple tasks and deadlines. The successful candidate will be able to work effectively in a team setting and to communicate clearly and concisely with colleagues and stakeholders.
The Texas Department of Aging & Disability Services is an equal opportunity employer and welcomes applications from diverse candidates. We are committed to creating a workplace that is inclusive and respectful of all employees.
