Executive Assistant III

5 days ago

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

The Executive Assistant to the Director of Provider Finance performs highly advanced professional assistance work for the Director of Provider Finance. This role involves overseeing high-level administrative operations of the Provider Finance Department, including managing calendars, meetings, and conferences, developing trip itineraries and presentation materials, and coordinating air and ground travel for the Director of Provider Finance and, as needed, for the Deputy Director of Provider Finance positions.

Key Responsibilities:
  • Answers and screens phone calls, takes messages, and sets up conference calls for the Director of Provider Finance.
  • Manages calendars, meetings, and conferences, develops trip itineraries and presentation materials, and coordinates air and ground travel for the Director of Provider Finance and, as needed, for the Deputy Director of Provider Finance positions.
  • Oversees certain purchasing activities, including professional membership renewals, subscriptions services, contracts with consultants, and supplies.
  • Assists with budget preparation and expenditure tracking for the department.
  • Tracks and routes for approval by the Director of Provider Finance variance reports, correspondence, studies, forms, manuals, and publications.
  • Communicates objectives, tasks, and decisions to staff related to those documents on behalf of the Director of Provider Finance.
  • Provides backup administrative assistance to the Deputy Directors of Provider Finance and staff within PFD, as needed.
Requirements:
  • Knowledge of office management principles, practices, and standard clerical and administrative procedures.
  • Knowledge of rules relating to confidential information and open records.
  • Knowledge of State of Texas travel rules and regulations is preferred.
  • Knowledge of CAPPS Financials and CAPPS Human Capital Management is preferred.
  • Skills in written and verbal communication, time management and planning, prioritizing, and organizing workload to meet deadlines.
  • Ability to plan and schedule meetings and make travel arrangements.
  • Ability to organize and prioritize multiple tasks and demands.
  • Ability to understand, interpret, and apply pertinent policies and procedures in carrying out a project or procedures.
Working Conditions:

Works under minimal supervision, with extensive latitude for the use of initiative and independent judgement.

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