Executive Assistant I
- Full-Time
- Austin, TX
- Dept Of State Health Services
- Posted 2 years ago – Accepting applications
Job Description
Executive Assistant I
The Executive Assistant I (EA I) provides direct support to the Director of Public Health Informatics & Data Exchange (PHID) within the Laboratory and Infectious Disease Services Division (LIDS). Performs complex (journey-level) professional assistance, including screening and referring internal and external phone calls, email management, travel, and tracking documents for approval. Coordinates and schedules meetings, both virtual and in-person; conference calls; and obtains meeting space. Works with executive assistant staff in other executive offices as needed for scheduling, document routing, etc. Provides technical assistance to PHID staff on administrative processes and procedures. Assists the Staff Services Officer (SSO) with budget planning and procurement. Assists with special projects, as assigned. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions:
(30%) Manages the calendar for the PHID Director. Coordinates meetings, virtual and in-person; and conference calls for the Director. Secures meeting spaces. Screens and refers internal and external phone calls. Track and route documents for approval.
(25%) Assists the Staff Services Officer (SSO) with tracking division purchasing activities, including subscriptions services, contracting for consultants, and supplies. Provides budget approval for requisitions entered by the SSO. Back-up to the SSO with Budget regarding fiscal year projections and expenses.
(10%) Facilitates travel arrangements, drafts trip itineraries, and prepares and submits travel vouchers electronically for the directors and their assigned staff.
(10%) Acts as the PHID liaison for records retention, open records requests; and volunteer activities such as the State Employee Charitable Campaign (SECC), etc.
(10%) Responsible for general office duties. Coordinates administrative support functions for PHID. Ensures department compliance with HHSC/DSHS policy and procedures.
(10%) Provides backup administrative assistance to other executive officers and staff within LIDS, as needed. Provides technical assistance as needed regarding office procedures and the preparation of documents.
(5%) 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.
Knowledge Skills Abilities:
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.
Skill in written and verbal communication.
Skill in time management and planning, prioritizing, and organizing workload to meet deadlines.
Skill in the use of Microsoft Office (including Outlook, Word, PowerPoint, Excel, Visio and SharePoint).
Skill in the use of office machines and equipment.
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.
Ability to complete assignments with short deadlines.
Ability to effectively delegate and efficiently track assignments.
Ability to analyze and solve complex work problems independently.
Ability to prepare complex correspondence independently.
Ability to appropriately handle confidential and sensitive issues and materials.
Ability to exhibit initiative, dependability, resourcefulness, flexibility, creativeness, and independent thought.
Ability to communicate effectively and courteously with department staff, and the public.
Ability to establish and maintain effective working relationships with supervisory personnel, co-workers, and internal/external customers.
Registration or Licensure Requirements:
None
Initial Selection Criteria:
At least two years’ experience working for and providing support to a senior level or executive level leader, as an executive assistant, special assistant or office manager.
Three or more years of work experience with Microsoft Outlook calendar management and scheduling.
Intermediate to advanced skill level in using Microsoft Word, Excel, PowerPoint, and/or Visio.
Experience in the coordination, delegation, and tracking of assignments through completion.
At least two years professional experience working effectively with senior management and executive leadership.
Experience with making travel arrangements and obtaining travel reimbursements.
Additional Information:
This position may require travel up to 5% and may require hours outside of the normal 8:00am to 5:00pm work schedule.
Must be legally authorized to work in the U.S. without sponsorship.
Salary Note: The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
The applicant selected for this position will need to maintain compliance with DSHS Immunization Policy.
MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but are not limited to: 42A, YN, 0111, 3A1X1
All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/compensation/jobdescriptions.aspx
Apply to this Job
The Executive Assistant I (EA I) provides direct support to the Director of Public Health Informatics & Data Exchange (PHID) within the Laboratory and Infectious Disease Services Division (LIDS). Performs complex (journey-level) professional assistance, including screening and referring internal and external phone calls, email management, travel, and tracking documents for approval. Coordinates and schedules meetings, both virtual and in-person; conference calls; and obtains meeting space. Works with executive assistant staff in other executive offices as needed for scheduling, document routing, etc. Provides technical assistance to PHID staff on administrative processes and procedures. Assists the Staff Services Officer (SSO) with budget planning and procurement. Assists with special projects, as assigned. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions:
(30%) Manages the calendar for the PHID Director. Coordinates meetings, virtual and in-person; and conference calls for the Director. Secures meeting spaces. Screens and refers internal and external phone calls. Track and route documents for approval.
(25%) Assists the Staff Services Officer (SSO) with tracking division purchasing activities, including subscriptions services, contracting for consultants, and supplies. Provides budget approval for requisitions entered by the SSO. Back-up to the SSO with Budget regarding fiscal year projections and expenses.
(10%) Facilitates travel arrangements, drafts trip itineraries, and prepares and submits travel vouchers electronically for the directors and their assigned staff.
(10%) Acts as the PHID liaison for records retention, open records requests; and volunteer activities such as the State Employee Charitable Campaign (SECC), etc.
(10%) Responsible for general office duties. Coordinates administrative support functions for PHID. Ensures department compliance with HHSC/DSHS policy and procedures.
(10%) Provides backup administrative assistance to other executive officers and staff within LIDS, as needed. Provides technical assistance as needed regarding office procedures and the preparation of documents.
(5%) 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.
Knowledge Skills Abilities:
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.
Skill in written and verbal communication.
Skill in time management and planning, prioritizing, and organizing workload to meet deadlines.
Skill in the use of Microsoft Office (including Outlook, Word, PowerPoint, Excel, Visio and SharePoint).
Skill in the use of office machines and equipment.
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.
Ability to complete assignments with short deadlines.
Ability to effectively delegate and efficiently track assignments.
Ability to analyze and solve complex work problems independently.
Ability to prepare complex correspondence independently.
Ability to appropriately handle confidential and sensitive issues and materials.
Ability to exhibit initiative, dependability, resourcefulness, flexibility, creativeness, and independent thought.
Ability to communicate effectively and courteously with department staff, and the public.
Ability to establish and maintain effective working relationships with supervisory personnel, co-workers, and internal/external customers.
Registration or Licensure Requirements:
None
Initial Selection Criteria:
At least two years’ experience working for and providing support to a senior level or executive level leader, as an executive assistant, special assistant or office manager.
Three or more years of work experience with Microsoft Outlook calendar management and scheduling.
Intermediate to advanced skill level in using Microsoft Word, Excel, PowerPoint, and/or Visio.
Experience in the coordination, delegation, and tracking of assignments through completion.
At least two years professional experience working effectively with senior management and executive leadership.
Experience with making travel arrangements and obtaining travel reimbursements.
Additional Information:
This position may require travel up to 5% and may require hours outside of the normal 8:00am to 5:00pm work schedule.
Must be legally authorized to work in the U.S. without sponsorship.
Salary Note: The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
The applicant selected for this position will need to maintain compliance with DSHS Immunization Policy.
MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but are not limited to: 42A, YN, 0111, 3A1X1
All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/compensation/jobdescriptions.aspx
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In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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