Administrative Support Specialist

1 week ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Summary:
We are seeking an experienced Administrative Assistant to join our team at the Texas Department of Aging & Disability Services. The successful candidate will provide complex administrative support to our Field Support Team, including disseminating information, maintaining filing systems, and preparing reports and documents.

Key Responsibilities:
• Provide internal administrative support, including disseminating information and maintaining filing systems.
• Prepare and edit reports and documents, including memos and other communications.
• Assist the Director of Field Support and Managers with special projects and time-sensitive reports.
• Disseminate proposed policy updates to field staff for review and compile edits and feedback for the author.
• Prepare, edit, and distribute correspondence, reports, studies, forms, and documents.
• Write and distribute notes and reports for the Director of Field Support and other team managers.
• Take notes during in-person and virtual meetings and provide to the Director and team members, as needed.
• Track data and assist in preparing reports regarding the effectiveness of programs.
• Create and maintain process flow documents.
• Perform general office duties, including filing and maintaining a filing system, answering and routing phone calls, and ordering and maintaining office supplies.
• Provide phone coverage and assistance and route calls to appropriate departments.
• Work with contracts, accounting, and HHSC regarding purchase orders and/or manual payment requests for regional or state office supplies, leadership conference planning, and childcare payment reimbursements.
• Maintain filing systems and other documents for Directors, via electronic or paper system.
• Assist regional staff with maintaining electronic filing systems of case records.
• Respond to inquiries and explain rules, regulations, policies, and procedures.
• Receive and respond to all calls and emails regarding program issues, complaints, inquiries, and general requests for information.
• Coordinate meetings, conferences, and seminars.
• Work with vendors and the contracts division to secure speakers and meeting space for conferences and team meetings.
• Create agendas, prepare folders, and take notes during meetings.
• Prepare and distribute surveys to meeting and conference participants to elicit feedback.
• Compile and enter data for charts, graphs, databases, summaries, or reports.
• Perform data entry into IMPACT and other electronic programs and systems.
• Comply and enter data for charts, graphs, databases, summaries, or reports as needed for the Field Support Team.
• May manage and maintain schedules and travel arrangements for managers and directors.
• Schedule interviews for job applicants on behalf of the Director of Field Support and Managers.
• Work includes scheduling individual and team meetings, making adjustments to meeting invitations when needed, making travel arrangements including airfare, hotel, and car reservations, submitting travel authorizations and claims on behalf of managers and directors.
• Assist master staff with advanced travel requests.
• Track travel claim submissions for staff to ensure timely completion.
• May prepare and compile presentation and training materials.
• Work includes reviewing and editing reports and handouts and gathering necessary documentation for meetings and training sessions.
• Prepare PowerPoint presentations and other training materials.
• Assist in setting up webinars and drafting communication to field staff regarding scheduling and registration of trainings.
• May provide guidance to others.
• Provide training assistance to other administrative staff.
• Provide guidance to field and state office staff regarding travel, electronic filing, the use of programs such as Microsoft Teams, completion of Random Moment Time Studies, and other tasks, as needed.
• Performs related work as assigned.

Requirements:
• Knowledge of office practices and administrative procedures.
• Skill in establishing and maintaining effective working relationships.
• Skill in effective verbal and written communication.
• Skill in working in an office supporting several staff members.
• Skill in using a personal computer and various Microsoft software packages.
• Ability to interact with all levels of staff.
• Ability to work independently in a fast-paced environment.
• Ability to effectively handle multiple assignments in a dynamic environment.

Language:
English

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