Administrative Support Specialist III

6 days ago

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

The Administrative Assistant III provides complex technical and administrative support to the Regional Director and professional administrative staff. The role involves compiling data and preparing statistical reports, as well as ongoing program reports, by using automated systems and spreadsheets; creating forms and other appropriate tracking systems to ensure program compliance with Regulatory Services Division requirements and objectives.


Key Responsibilities:
  • Contributes to the effective and efficient operations of the regional office by performing administrative functions assigned by the Regional Director.
  • Prepares and disseminates information concerning agency programs and procedures.
  • Prepares and distributes correspondence, reports, forms, and documents as assigned by the Regional Director.
  • Performs administrative functions including tracking assignments, schedules, and coordinating meetings; typing, composing, and proofreading correspondence, forms, letters, and memoranda for accuracy and maintains workload analysis of all staff vacancies.
  • Maintains copies of all purchase vouchers and/or forms signed by the Regional Director and maintains for tracking purposes (reimbursement for renewal of professional registration fee, travel reimbursement, contract/application for advance travel, corporate card, etc.).
  • Manages and maintains schedules and travel arrangements for the Regional Director or designee and program and administrative staff as needed.
  • Maintains strict confidentiality of all administrative and program information.
  • Maintains filing, records keeping, and records management systems.
  • Performs general office duties such as ordering supplies, performing basic bookkeeping work, and assisting with general human resources work.
  • Is responsible and accountable for state-issued credit card purchases on assigned card and complies with all procurement card policies and procedures, reconciles statements of CBA billing and ensures timely reconciliation to State Office.
  • Responds to inquiries regarding rules, regulations, policies, and procedures.
  • Plans meetings, conferences, and seminars.
  • Participates in planning and execution of agency programs.
  • Compiles and enters data for charts, graphs, databases, summaries or reports.
  • Assists in the development of administrative or technical assistance policies and procedures.
  • Provides assistance with answering phones, routing incoming calls and taking messages and communicates with internal and external customers in a professional and courteous manner.
  • Researches, compose, design, or edit publications such as brochures, forms, and manuals.
  • Trains others and acts as team lead.
  • Performs related work as assigned.

Requirements:
  • Ability to perform complex tasks related to Federal & State rules and standards while maintaining attention to detail.
  • Ability to quickly comprehend frequent technical changes.
  • Ability to learn and maintain knowledge of the Long-Term Care Integrated computer system and regional Survey Management System.
  • Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures.
  • Ability to identify and devise solutions to operations problems.
  • Ability to maintain effective, positive working relationships with internal and external stakeholders.
  • Ability to communicate effectively orally and in writing.
  • Ability to work effectively independently.
  • Ability to maintain a high level of confidentiality.
  • Ability to answer the telephone, refers callers to appropriate staff, takes messages, and answers basic questions.
  • Ability to communicate effectively to train others and to supervise the work of others.
  • Knowledge of office practices and administrative procedures.
  • Knowledge and experience with computers.
  • Skill in standard office equipment and software.
  • Skill in maintaining records, files, or logs (for example, administrative, personnel, contract, correspondence forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.

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