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Texas Health and Human Services · 2 days ago

Executive Assistant III

Austin, TX

Contract

Onsite

Mid Level

$4,523.16/mo - $7,253.83/mo

3+ years exp

Texas Health and Human Services Commission (HHSC) is committed to creating a positive impact in the lives of fellow Texans. The Executive Assistant III will perform highly complex administrative duties, serve as a point of contact for the Associate Commissioner, and assist in managing the office's day-to-day operations.

Health Care

Responsibilities

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned

Assists with the flow of the HHS System processes and related duties, ensuring compliance with agency guidelines. (15%)

Provides advanced professional assistance to the Associate Commissioner of State Hospitals and Director of Operations. Communicate information of administrative matters to agency executives, management and agency staff. Responsible for the development and management of the day-to-day administrative operations of the Office of the Associate Commissioner. Coordinate all travel arrangements for the Associate Commissioner’s office. (20%)

Reviews and processes incoming mail and correspondence, monitors document and correspondence control systems and makes determinations of proper assignment for dissemination. Manages outgoing mail outs. Develops and prepares office correspondence, reports and memorandums. Organizes and maintains a large file tracking system. (20%)

Acts as a point of contact and liaison with other executive leadership offices to coordinate assignments; directs the timely flow of office assignments, requests and critical information to the appropriate program area; drafts timely responses to routine inquiries; handles mail and makes assignments; reviews, edits, and finalizes documents prepared for the Associate Commissioner’s signature ensuring documents adhere to established HHS correspondence guidelines; coordinates work with other support staff. (20%)

Coordinates general office duties such as purchasing non-standard office supplies. Serves as point of contact and coordinator for records retention, assists with planning and organizing events. (20%)

Performs other duties as assigned. Other duties as assigned include but are 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. Such participation may require an alternate shift pattern assignment and/or location. 5%

Qualification

Microsoft SuiteExecutive level coordinationDocument managementVerbal communicationWritten communicationOrganizational skillsCustomer serviceTeamworkAttention to detail

Required

Bachelor's Degree. Education and experience may be substituted for one another on a year for year basis

Minimum three (3) years' experience with executive level coordination, written communications, scheduling meetings and managing calendars

Five (5) years' experience with Microsoft Suite products

Knowledge of standard office practices and administrative procedures; agency functions and structure; sound administrative and management practices

Skill in the use and operation of personal computers and in using a variety of software applications and online meeting platforms (i.e., Outlook, Word, Excel, PowerPoint, SharePoint, Adobe, TEAMS)

Skill in both verbal and written communication; composing, proofing and editing memos, letters, and reports; and excellent interpersonal skills

Skill in organizing and tracking information and assignments

Ability to handle high-level administrative issues; manage multiple tasks; effectively prioritize work activities and work under pressure to accomplish assignments

Ability to implement administrative procedures and evaluate their effectiveness; analyze, interpret, and exercise sound judgement in a variety of situations; develop and maintain and monitor tracking systems; create and maintain filing systems

Ability to work well with others in a team environment; establish and maintain effective working relationships with managers, supervisors, co-workers and other professional and administrative personnel; provide good customer service

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE)

Males between the ages of 18-25 must be registered with the Selective Service

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required