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Program Assistant II

2 months ago

Lubbock, Texas, United States Texas Department of Aging & Disability Services Full time
Job Summary:
We are seeking a highly organized and detail-oriented Administrative Support Specialist II to provide administrative support to the Program Administrator and other managerial staff at the Texas Department of Aging & Disability Services.

**Key Responsibilities:**
  • Provide administrative support to the Program Administrator and other managerial staff, including disseminating information, maintaining filing systems, and performing internal administrative support work.
  • Train others on administrative procedures and policies.
  • Interact with DFPS staff, including program administrators, program directors, supervisors, the regional director, and representatives from various organizations.
  • Perform essential job functions, including filing, control of secure and confidential records, basic operations in administration of CPS business, purchasing of business materials, tracking time and leave, coordinating efforts among all techs, answering phone at desk, responding to inquiries, taking messages, preparing, editing, typing, and distributing various types of print and electronic correspondence, reports, forms, and records.
  • Assist in compiling, entering, and analyzing data for reports.
  • Review, prioritize, and process incoming and outgoing agency print and electronic correspondence.
  • Schedule agency staff travel and process required travel documentation.
  • Coordinate and maintain systems for inquiries.
  • Develop and maintain filing and record keeping systems, including electronic files and distribution lists.
  • Coordinate meetings, produce agenda items, and distribute meeting notes.
  • Handle inquiries by phone, providing general information or referring callers as needed.
  • Provide support and reports to the Child Protective Services Program Administrator.
  • Coordinate and schedule meetings, conferences, trainings, and seminars.
  • Handle registration, produce and distribute agenda items and materials, and record and distribute meeting notes.

Requirements:
**Knowledge, Skills, and Abilities:**
  • Knowledge of office practices and administrative procedures.
  • Ability to establish and maintain effective working relationships.
  • 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.