Administrative Assistant III

3 days ago

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

We are seeking a highly skilled and detail-oriented Administrative Assistant III to join our Field Support Team at the Texas Department of Aging & Disability Services. As a key member of our team, you will provide critical administrative support to our directors and staff, ensuring the smooth operation of our programs and services.

Key Responsibilities:
  • Provide administrative support to directors and staff, including preparing and disseminating information, maintaining filing systems, and preparing reports and documents.
  • Act as a single point of contact for receiving and reviewing assignments from directors and staff, and coordinate responses and communications as needed.
  • Assist with special projects and time-sensitive reports, reviewing and editing memos and other communications for distribution.
  • 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 directors and team managers, editing notes, emails, inquiries, and other correspondence prior to distribution.
  • Take notes during in-person and virtual meetings and provide to directors 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, routing 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 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.
  • Maintain naming conventions on the share drive and/or Microsoft Teams and assist team managers in maintaining files and record-keeping and uploading information into spreadsheets.
  • 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 directors and managers.
  • Work with master staff on advanced travel requests.
  • Track travel claim submissions for staff to ensure timely completion.
  • May prepare and compile presentation and training materials.
  • Review and edit reports and handouts and gather 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.
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.

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