Impress employers and recruiters.
Choose from hundreds of resume examples.

Impress employers and recruiters.
Choose from hundreds of resume examples.

Target Resume Now

About the Role

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Responsibilities

• Coordinates and provides high-level administrative support and technical assistance requiring internal and external coordination for the CHI Division Office and the DASP Section.
• Responds to requests for information from the Deputy Commissioner for CHI in coordination with the Associate Deputy Commissioner (ADC) and the DASP director.
• Evaluates requests and inquiries to determine priority matters and alerts the ADC and DASP director.
• Assists with reviewing, coordinating, and tracking assignments and inquiries for the CHI Division Office.
• Compiles and submits Open Records and Public Information Act requests within the allotted time frame.
• Monitors shared inboxes and routes items to Division Office staff.
• Produces reports as requested for the Division Office and DASP.
• Schedules, coordinates, and prioritizes internal and external appointments and meetings.
• Monitors the ADC and DASP Director’s email and calendars and identifies potential scheduling conflicts.
• Orders office supplies, creates and completes requisitions, and processes invoice approvals.
• Provides assistance and support to staff to complete travel authorizations and travel requests.
• Works with the Division Staff Services Officer to assist in coordinating interviews and onboarding for DASP staff.
• Coordinates travel arrangements and purchasing as needed.
• Prepares correspondence, forms, meeting agendas, and organizational charts using Microsoft Word, Excel, Outlook, and SharePoint.
• Proofs all correspondence for accuracy before routing for the Deputy Commissioner and Director's signature/approval.
• Maintains official copies of correspondence.
• Provides technical guidance and advice on administrative policies, procedures, standards, and other matters to Division Office staff.
• Interacts via telephone and email with staff of other state, local, and federal agencies.
• Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the Director and Division Office.
• Schedules, coordinates, and prioritizes internal and external appointments and meetings for DASP and division staff.
• Prepares handouts, agendas, and other materials necessary for office and division meetings and presentations.
• Schedules and reserves conference rooms for DASP and division staff.
• Develops and coordinates property management and IT requests for ODASP and division.
• Greets and directs visitors to the appropriate staff.
• Manages section email inboxes.
• Assists in coordinating setting up interviews, on-boarding process and coordinating with Division IT liaison.
• Requests badge requests and updates organizational chart.
• Acts as back up for other administrative staff and the Staff Services Officer.
• Trains and mentors new administrative staff as needed.
• Plans, directs, and coordinates special projects, activities or events.
• Serves as a resource for division staff in the proper processes and steps in accomplishing administrative tasks.
• Assists in the preparation of administrative reports and specialized projects for the Division Office and DASP.
• Measures progress made on plans or projects, presenting updates to staff involved in the planning process.
• Responsible for routine and ad hoc administrative reports.
• May serve on workgroups.
• Coordinates travel arrangements, hotel reservations, and prepares itineraries for Director and staff of ODASP and CHI DO.
• Prepares and submits travel vouchers for reimbursement.
• Coordinates CHI Division Office purchase needs by preparing, creating, processing, and monitoring purchase requisitions.
• Completes section supply orders and processes invoice approvals.
• Tracks requisitions, invoices, and payments for the section.
• Performs other duties as assigned, including supporting disaster response and recovery or Continuity of Operations (COOP) activation.

Requirements

• A minimum of 3 years of experience as an Administrative Assistant, office manager, or Executive Assistant is required.
• At least 2 years of experience in providing technical assistance and administrative support to management or staff.
• At least 2 years of experience using Microsoft Office, including Outlook, Excel, PowerPoint, Teams, SharePoint and Word, other spreadsheet, database, or word processing software programs preferred.
• At least 2 years of experience in time management, organizing workloads, and setting priorities to meet deadlines required.
• Must bring I-9 documentation on the first day of work.

Skills

• Office management principles, practices, and standard administrative procedures.
• State of Texas Open Records and Public Information Act reporting and routing.
• State of Texas travel rules and regulations.
• State of Texas purchasing systems, procedures, and standards.
• English grammar, spelling, punctuation, and writing style.
• Written and verbal communication.
• Time management, planning, prioritizing, and organizing workload to meet deadlines.
• Bookkeeping.
• Use of Microsoft Office (including Outlook, Word, PowerPoint, Excel, and Visio), State of Texas HHS Enterprise Portal, HHSAS, and CAPPS Financial System and Access HR.
• Use of standard office machines and equipment.
• Time management, organizing workloads, and setting priorities to meet deadlines.
• Tracking and prioritizing multiple tasks and assignments.
• Handling the demands of a fast-paced office.
• Managing confidential information and sensitive issues and materials.
• Handling high-level administrative issues.
• Analyzing and solving work-related problems independently.
• Preparing correspondence independently, proofreading, and editing.
• Communicating effectively and courteously with executives, staff, and the general public.
• Planning and scheduling meetings and making travel arrangements.
• Understanding and following instructions and office procedures both verbally and in written form.

Location

• AUSTIN

Work Type

• Full time

Experience Level

• 3 years of experience as an Administrative Assistant, office manager, or Executive Assistant
• 2 years of experience in providing technical assistance and administrative support to management or staff
• 2 years of experience using Microsoft Office
• 2 years of experience in time management, organizing workloads, and setting priorities to meet deadlines

Salary/Compensations

• $3,581.33 - $4,476.83 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

• In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.