Administrative Assistant IV
3 weeks ago
We are seeking a highly skilled and experienced Administrative Assistant IV to join our team at the Texas Department of Aging & Disability Services. The successful candidate will provide advanced administrative and technical support duties for the Communicable Disease teams, ensuring the smooth operation of our programs and services.
Key Responsibilities:- Perform advanced administrative and technical support duties for the Communicable Disease teams, including scheduling appointments, meetings, and conference calls, and providing logistical support.
- Monitor electronic mail for action items and deadlines, and sort, prioritize, and categorize mail, incoming correspondence, faxes, reports, etc. based on urgency and timelines.
- Prepare correspondence and reports using Microsoft Word, Excel, Access, Power BI, and other software programs, and assist the Communicable Disease Manager in formulating regional CD policies and updating forms, manuals, reports, action memos, in-services, continuing education applications, workshops, and conferences.
- Coordinate work of staff by developing procedures, data tracking systems, and filing systems related to security and confidentiality tracking tools, tracking of personnel requirements, electronic filing, record retention, data management systems, supply inventory logs, training logs, web-based employee access logs, pharmacy, and medical records disposition.
- Ensure that state standards and target activities are being met as outlined in the Texas TB Work Plan, TB program procedures, and SDOs, and track, evaluate, recommend, and develop programmatic procedures for improved quality assurance, program delivery, security, and confidentiality of data, data systems, and processes for the region.
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- Minimum 2 years of experience in administrative support, preferably in a public health or healthcare setting.
- Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders.
- Proficiency in Microsoft Office, including Word, Excel, Access, and PowerPoint.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Ability to work independently and as part of a team, with a strong attention to detail and organizational skills.
The successful candidate will be required to work in a fast-paced environment, with frequent deadlines and changing priorities. The position may require occasional travel, including overnight stays, and the ability to work flexible hours, including evenings and weekends, as needed.
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