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Texas Department of State Health Services · 11 hours ago

Administrative Assistant IV

Austin, TX

Full-time

Onsite

Mid Level

$3,248/mo - $4,042.58/mo

The Texas Department of State Health Services is committed to public health and is seeking an Administrative Assistant IV to support the Obesity & Worksite Wellness Branch. The role involves performing complex administrative and technical work, supporting branch operations, managing travel arrangements, and providing human resources support.

Health Care

Responsibilities

Provides complex administrative support to Obesity & Worksite Wellness Branch leadership and staff

Completes requisitions using CAPPS Financial systems

Completes forms for invoice payment

Compiles financial data

Secures conference rooms and provide dictation and transcription services as requested for special projects

Organizes and monitors travel forecasts, authorizations and claims in eTravel in accordance with agency travel procedures

Answers phone calls and emails

Maintains a branch calendar and coordinates updates to phone lists and schedules

Maintains electronic and hard copy filing and records management systems

Orders and conducts inventory of supplies and equipment

Performs complex typing and word processing

Performs technical support work for Obesity & Worksite Wellness Branch leadership and staff

Coordinates, prepares, interprets and disseminates information on the branch and branch procedures

Prepares routine and non-routine correspondence, reports, studies, forms and documents utilizing word processing software, spreadsheets and databases

Assists in planning and preparation of complex reports utilizing word processing software, spreadsheets, and databases

Coordinates administrative support for all Branch special projects

Provides interpretation in response to non-routine inquiries regarding policies and procedures

Facilitates staff transitions, including preparing workstations, coordinating interviews, and assembling information packets and new employee forms folders

Assists with preparation for meetings, conferences and trainings, including reserving meeting space, preparing and compiling materials, taking meeting minutes, and providing other administrative support

Serves as back-up and assistant to Section administrative staff

May serve on Section workgroups

Assist in compiling information for routine Health Promotion and Chronic Disease Prevention Section assignments

Ensures that administrative functions are in line with those in other branches and follow Section policies

Performs other duties as assigned including but not limited to, actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation

Qualification

Microsoft WordMicrosoft ExcelOffice managementData processingWord processingEffective communicationTeamworkConfidentiality

Required

High school graduation or equivalent is required

Experience in office management, business administration, human resource administration or budget preparation work is preferred

Knowledge of business English, grammar, spelling, punctuation, and mathematics

Knowledge of office equipment and software, such as Windows, Microsoft Word, Microsoft Excel, Microsoft Teams, and Microsoft PowerPoint

Knowledge of state leave, purchasing and accounting systems or the equivalent of each

Skill in composing, editing, and proofreading correspondence, reports, and forms

Skill in the use of general office equipment; data processing, and word processing equipment

Skill in communicating effectively with customers both verbally and in writing

Skill in establishing and maintaining positive, professional, and business relationships with co-workers, other program personnel, reporting entities, and the general public

Skill in researching, analyzing and compiling information and preparing calculations for reports

Ability to research and interpret DSHS policies and other information

Ability to plan, organize, and prioritize work to meet deadlines

Ability to work as a team member

Ability to follow verbal and written instructions

Ability to work independently on difficult and/or complex administrative tasks

Ability to maintain confidentiality of information

Benefits

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).