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Operations Coordinator
2 months ago
We are seeking a highly skilled and experienced Administrative Services Officer to join our team at the Texas Department of Aging & Disability Services. As an Administrative Services Officer, you will provide advanced administrative support and technical assistance to our Operations Manager and Director, as well as other staff members.
Key Responsibilities- Provide administrative support to the Operations Manager and Director, including coordinating calendars, scheduling appointments, and reviewing and interpreting policies and procedures.
- Coordinate and maintain filing systems and records for the office, as well as perform internal administrative support work.
- Disseminate information to and for staff, and provide technical assistance to staff to achieve efficient daily program operations.
- Act as the main point of contact for the office, monitoring and responding to phone calls and mail.
- Prepare travel forms, travel vouchers, and requisitions, as well as manage the office fleet vehicle.
- Develop and maintain administrative policies and procedures, work within budget parameters, and plan, write, and prepare reports.
- Write, edit, and print and distribute correspondence and/or other documents, maintain office supplies and equipment, and coordinate and support meetings, conferences, and/or training sessions.
- Work with both Central Office Staff and Regional Staff, and may assist with researching, composing, designing, and editing articles for the OBPH newsletter and in the preparation of brochures for OBPH.
- Oversee and perform administrative support and technical assistance for the Operations Manager, Director, and other OBPH staff as needed.
- Coordinate and maintain calendar and scheduling of appointments for the Director using Microsoft Outlook.
- Review and interpret policies and procedures on administrative issues.
- Provide guidance and technical assistance to staff.
- Coordinate scheduled travel and urgent arrangements and prepare travel forms for submission to the DSHS Travel Office utilizing E-Travel.
- Process, review, and edit travel vouchers before forwarding to the Operations Manager for budget approval.
- Enter requisitions and review vouchers utilizing CAPPS Financials.
- Keep track of state vehicle expenditures, including gasoline and routine maintenance receipts for the office.
- Review, analyze, and take appropriate action on incoming phone calls, mail, and/or emails from the public, DSHS personnel, and other agencies.
- Proof and edit correspondence for accuracy, and format before referring to the Operations Manager, Director, or higher authority.
- Attend and provide administrative support at meetings by taking, transcribing, and distributing minutes.
- Serve as Records Retention Coordinator, Asset Management Coordinator, and Open Records Coordinator for the Office.
- Serve as the point of contact for various DSHS workgroups and assignments.
- Perform all work on time and help OBPH staff maintain assignment and project timelines and meet deadlines.
- Knowledge in the following areas: clerical, administrative, and office procedures; department rules, regulations, policies, procedures, and practices; computer and network operations; working with established budgets; legislative procedures and protocol; Inventory Control Management; and maintaining an inventory of fixed assets.
- Skills in the following areas: time management and planning; writing, proofreading, and filing; coordinating conferences, meetings, and workshops for small and large groups; computer software, Microsoft Excel, Word, Outlook, PowerPoint, SharePoint, and others; State travel policies and procedures and State Time/Leave system and procedures; and requisition entry.
- Abilities in the following areas: devising solutions to problems; preparing concise reports; developing and evaluating policies and procedures; working as a part of a team; creating effective and accurate manual and automated filing systems, inventory management, travel expenses, purchases, and budget balances; communicating effectively in written and conversational business English and Spanish: speaking, reading, writing, grammar, and spelling; translating/transcribing material from English to Spanish and vice versa; managing multiple projects simultaneously, prioritizing and meeting strict deadlines, and maintaining day-to-day program activities; establishing and maintaining effective working relationships with supervisors, peers, binational (U.S.-México) officials, medical and allied health professionals, the general public, vendors, and counterparts in local, state, federal, and bi-national level organizations; and working independently on difficult or complex tasks, keeping complex records.
