Senior Administrative Coordinator

2 weeks ago

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

**Position Title:** Administrative Assistant III – Starting Market Rate Salary $40,70

The Administrative Assistant III plays a vital role in delivering intricate technical and administrative assistance to the Regional Director (RD) and the professional administrative team.

This position involves gathering data and generating statistical reports, alongside ongoing program documentation, utilizing automated systems and spreadsheets. The Administrative Assistant is responsible for creating forms and implementing tracking systems to ensure adherence to Regulatory Services Division standards and objectives.

Key responsibilities include disseminating information, maintaining organized filing systems, and executing internal administrative tasks. The role operates under general supervision, allowing for moderate independence and initiative. This position also includes training others and taking on a leadership role. Confidentiality of all incoming and outgoing information is paramount, along with performing additional duties as assigned by the RD.


**Benefits:**
The state of Texas provides numerous benefits to its employees. The Texas Department of Aging & Disability Services is a participant in the Federal Public Service Loan Forgiveness Program, which offers forgiveness on remaining college student Direct Loans after fulfilling qualifying monthly payments. Additionally, we provide comprehensive health benefits, a lifetime monthly retirement annuity, and programs under the Employees Retirement System of Texas.


Key Responsibilities:

  • Enhances the operational efficiency of the regional office by executing administrative tasks assigned by the Regional Director.
  • Generates and distributes information regarding agency programs and procedures.
  • Prepares and circulates correspondence, reports, forms, and documents as directed by the Regional Director.
  • Handles administrative duties such as tracking assignments, managing schedules, and coordinating meetings; types, composes, and proofreads correspondence, forms, letters, and memoranda for accuracy while maintaining a workload analysis of all staff vacancies.
  • Maintains copies of all purchase vouchers and/or forms signed by the Regional Director for tracking purposes (including reimbursement for professional registration fees, travel reimbursements, and corporate card transactions).
  • Organizes and oversees schedules and travel arrangements for the Regional Director or designee and program and administrative staff as required.
  • Ensures strict confidentiality of all administrative and program-related information.
  • Maintains filing, record-keeping, and records management systems.
  • Performs general office tasks such as ordering supplies, basic bookkeeping, and assisting with general human resources functions.
  • Accountable for state-issued credit card purchases on assigned cards, ensuring compliance with procurement card policies and procedures, and reconciling statements of CBA billing for timely reconciliation to the State Office.
  • Responds to inquiries regarding rules, regulations, policies, and procedures.
  • Plans and organizes meetings, conferences, and seminars.
  • Participates in the planning and execution of agency programs.
  • Compiles and inputs data for charts, graphs, databases, summaries, or reports.
  • Assists in developing administrative or technical assistance policies and procedures.
  • Provides support in answering phones, routing incoming calls, taking messages, and communicating with internal and external customers in a professional and courteous manner.
  • Researches, composes, designs, or edits publications such as brochures, forms, and manuals.
  • Trains others and serves as a team lead.
  • Performs related tasks as assigned.
Required Skills and Abilities:

Ability to execute complex tasks related to Federal & State regulations while maintaining meticulous attention to detail.

Ability to quickly adapt to frequent technical changes.

Ability to learn and retain knowledge of the Long-Term Care Integrated computer system and regional Survey Management System.

Ability to implement administrative procedures and interpret rules, regulations, policies, and procedures.

Ability to identify and devise solutions to operational challenges.

Ability to foster effective, positive working relationships with internal and external stakeholders.

Ability to communicate effectively both orally and in writing.

Ability to work independently and maintain a high level of confidentiality.

Ability to manage phone communications, refer callers to appropriate staff, take messages, and respond to basic inquiries.

Ability to effectively train others and supervise their work.

Knowledge of office practices and administrative procedures.

Proficiency with computers and standard office equipment and software.

Skill in maintaining records, files, or logs, including filing, retrieving, or purging documentation.

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