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About the Role

The Administrative Assistant IV in the Maternal and Child Health Epidemiology (MCHE) Unit performs advanced administrative support and technical program assistance for the MCHE Director and staff. This position offers limited supervision and considerable latitude for initiative and independent judgment. Functions may require coordination with various DSHS divisions, sections, units, and other state and federal agencies, legislative staff, private entities, stakeholders, and the public.

Responsibilities

• Develops, coordinates, and maintains filing and routing systems for MCHE.
• Provides administrative and customer support relating to budget, personnel, and travel documents.
• Analyzes, develops, and implements technical solutions to administrative problems, including creating libraries for documents, policies, procedures, forms, and resources.
• Acts as liaison for the Unit to coordinate administrative procedure and policy updates with Section and Division.
• Acts as surrogate for Unit staff for travel arrangements, travel authorizations, travel advances, and travel claims for reimbursement.
• Tracks travel expenses and reports to Unit, Section, and Division.
• Trains and oversees MCHE staff on travel policies and procedures.
• Coordinates general office duties such as ordering supplies and equipment, and maintaining the work environment.
• Responsible for all MCHE purchasing to ensure staff have needed supplies and equipment on a timely basis.
• Manages equipment malfunctions to ensure limited disruption to staff work.
• Ensures MCHE staff have needed software license renewals and upgrades.
• Develops and maintains an inventory of all MCHE software.
• Coordinates office events and promotes respect for cultural diversity.
• Performs other general administrative work, including assisting with receptionist duties for MCH Section coverage.
• Manages and maintains schedules for the MCHE Director and managers.
• Schedules individual and unit meetings and adjusts meeting invitations.
• Assists in compiling materials for meetings, conferences, and presentations.
• Assists with scheduling virtual and in-person interviews for job applicants.
• Prepares interview packets.
• Assists with the onboarding/offboarding process and documents for new hires.
• Processes ID badges and performs other support work.
• Maintains status and operational reports.
• Works with Section Staff Service Officers to track cubicle and office space.
• Serves as Records Coordinator for the Unit, working with assigned staff to determine appropriate retention timeframe and document destruction processes.
• Provides technical assistance to staff with records retention issues and state library requests.
• Trains staff in records retention policies and procedures.
• Compiles and completes monthly or weekly submissions to the Division and Section Open Records Reports, organization chart & vacancy updates, and Contract Workforce Data report.
• Assists with medico-legal records requesting for the Maternal Mortality and Morbidity Review Committee.
• Actively participates and/or serves in a supporting role to meet agency obligations for disaster response and/or recovery, Continuity of Operations (COOP) activation, and/or serving on the State Medical Operations Center (SMOC) team.

Requirements

• High school graduation or GED.
• At least 1 year of experience providing administrative support to multiple staff.
• Experience using Microsoft Office Outlook, Word, Excel, and PowerPoint.
• Ability to interpret and apply agency rules, regulations, policies, and procedures.
• Ability to organize and manage multiple and diverse tasks/projects effectively and efficiently.
• Ability to work under deadline pressures and cope well in stressful environments.
• Ability to write clearly and concisely with minimal grammar, spelling, punctuation, and formatting errors.
• Ability to communicate effectively within the agency and with the public.
• Ability to implement administrative procedures and evaluate their effectiveness.
• Ability to exercise judgment and critical thinking in evaluating situations, making decisions, and effectively working through areas of conflict.
• Ability to establish and maintain effective working relationships with supervisors and co-workers.

Skills

• Knowledge of office practices and administrative procedures.
• Knowledge of state travel, purchasing, and special software processes.
• Knowledge of English grammar, spelling, punctuation, and writing style.
• Skill in organizing, supporting, coordinating, facilitating, and monitoring various activities of diverse individuals and/or groups and teams.
• Skill in time management, organizing workloads, and setting priorities to meet deadlines.
• Highly skilled in email (Outlook) and calendar software functions.
• Skill in searching the Internet for information.
• Skill in constructing and maintaining databases and spreadsheets.
• Skill in constructing, proofing, editing, formatting, and maintaining documents, databases, and spreadsheets.
• Skill in organizing information and developing reports, training materials and presentations using word processing and other software (MS Word, PowerPoint, Excel).
• Skill in communicating information clearly, concisely, and effectively, both verbally and in writing.
• Skill in taking and producing accurate meeting notes or minutes.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Skill in coordinating, facilitating, organizing, and processing travel arrangements and reimbursements.
• Skill in reviewing budgets and preparing purchasing approvals.

Location

• AUSTIN

Work Type

• Full time
• Eligible for Telework

Experience Level

• Advanced (senior-level)
• At least 1 year of experience providing administrative support to multiple staff.

Education Level

• High school graduation or GED
• Junior/community college/college coursework preferred

Salary/Compensations

• $3,248.00 - $4,042.58 Monthly

Benefits

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

About the Company

• DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas.

Equal Opportunity

• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work.
• In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability.