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About the Role

Procurement & Contracting Services is looking to hire an Executive Assistant II. This role performs complex professional assistance work for multiple executives within the division, providing technical guidance on administrative matters and coordinating operations. The position involves planning, directing, and coordinating administrative operations, developing policies, preparing reports, and managing calendars and meetings.

Responsibilities

Manages multiple calendars for PCS executive management, including coordinating and scheduling appointments and meetings.
Coordinates and prepares agendas, meeting notes or minutes, and documents action items.
Coordinates assigned projects and deadlines and communicates to respective management and/or staff to ensure completion.
Organizes and schedules team training and engagement activities.
Assists with scheduling interviews, contacting applicants, providing job posting/description, and confirming interviews.
Reserves conference/training rooms for associated activities.
Assists in the coordination and acquisition of goods and services for the division.
Researches goods and services utilizing procurement policies and processes.
Submits complete and accurate requisitions and supporting documentation.
Utilizes agency procurement and contracting systems (CAPPS and SCOR) to provide status updates and retrieve contract documentation.
Ensures timely and accurate receipt of goods and services and completion of required receiving documentation.
Completes the division’s requisitions tracking worksheet to ensure payment and completion of acquisition.
Assists in the creation and maintenance of the division policies and procedures.
Formulates new or updates existing administrative policies, procedures, forms, and templates for continuous improvement.
Ensures communication of policies and procedures to PCS staff.
Assists executive management with internal and external reporting.
Identifies and maintains weekly, monthly, quarterly, or annual reporting of program and/or team activities and assignments.
Requests and compiles team updates from management staff.
Ensures reporting to executive management and/or external entity.
Coordinates travel activities on behalf of the division and tracks expenditures.
Coordinates itineraries with management or staff member.
Assists with or completes travel arrangements utilizing agency travel policies and processes.
Assists with travel reimbursements, if applicable.
Completes the division’s travel expense tracking worksheet.
Provides customer service excellence in alignment with the PCS Customer Service Principles.
Ensures records management processes are adhered to.
Serves as backup to the division receptionist, including handling incoming/outgoing mail and bids, and greeting customers and guests.
Actively participates and/or serves in a supporting role to meet the agency's obligations for emergency or disaster response.
Completes other duties as assigned.

Requirements

Four years' experience providing professional administrative assistance.
Two years’ experience providing professional administrative assistance to senior or executive staff, preferred.
Graduation from an accredited college or university with major coursework in a field related to program area is preferred.
Must be detail oriented.
Must be able to work in a fast-paced environment with competing priorities.
Must provide customer service excellence.

Skills

Business administration practices and procedures.
Applicable HHSC rules, regulations, and policies.
Microsoft Office Suite or equivalent, to include Word, Excel, and/or presentation software programs.
Managing high-level administrative issues.
Analyzing and solving work-related problems.
Making informed decisions.
Communicating solutions effectively.
Preparing concise reports, summaries, documents, and other publications.
Organizing and prioritizing assignments.
Developing work plans.
Coordinating administrative assignments.
Adhering to strict deadlines.
Building effective working relationships.
Providing guidance to others.
Coordinating with other staff, departments, executive leadership, officials, agencies, organizations, and the public.
Communicating effectively both verbally and in writing.
Maintaining sensitive and/or confidential information.
Taking initiative.
Interpreting policies and procedures and to come to reasonable conclusions.
Working independently with minimal supervision.
Utilizing agency financial and contracting systems effectively.
Accurately typing a minimum of 50 words per minute.

Location

AUSTIN

Work Type

Regular
Full time
Telework eligible

Experience Level

Four years' experience providing professional administrative assistance
Two years’ experience providing professional administrative assistance to senior or executive staff

Education Level

Graduation from an accredited college or university with major coursework in a field related to program area is preferred.

Salary/Compensations

$4,020.33 - $5,416.66 Monthly

Benefits

100% paid employee health insurance for full-time eligible employees
Defined benefit pension plan
Generous time off benefits
Numerous opportunities for career advancement

About the Company

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans.
At HHSC, your contributions matter, and we support you at each stage of your life and work journey.

Equal Opportunity

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability.
Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work.