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About the Role

Performs highly advanced professional, administrative, secretarial, and technical support to Child Care Regulation (CCR) State Office staff. This role involves managing communications, scheduling, travel coordination, purchasing, and maintaining records, interacting with internal staff, stakeholders, and the public.

Responsibilities

• Completes CCR State Office staff travel arrangements, travel authorizations, travel advances, and travel claims for reimbursement.
• Tracks travel expenses and submits monthly reports to Budget.
• Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls.
• Routes incoming calls from members of the general public and other stakeholders to the appropriate staff or department.
• Collects, reviews, and sends out mail for the CCR State Office.
• Provides administrative and customer support relating to budget, personnel, and travel documents.
• Assists with the onboarding/offboarding process and documents for new hires.
• Processes ID badges for new hires.
• Submits and monitors network request forms for different applications.
• Coordinates general office duties such as ordering supplies and equipment.
• Submits work orders and maintains the work environment.
• Responsible for CCR purchasing to ensure staff have needed supplies and equipment.
• Manages equipment malfunctions to ensure limited disruption to staff work.
• Coordinates office events and promotes cultural diversity.
• Schedules individual and team meetings and adjusts meeting invitations.
• Assists in compiling materials for meetings, conferences, and presentations.
• Develops, coordinates, and maintains filing and routing systems.
• Analyzes, develops, and implements technical solutions to administrative problems.
• Creates libraries for documents, policies, procedures, forms, and resources.
• Assists the CCR Records Coordinator with document retention and destruction processes.
• Provides technical assistance to staff with records retention issues and state library requests.
• Performs other general administrative work as assigned.

Requirements

• Graduation from high school or General education development (GED).
• One year full-time administrative support, general office, clerical, or secretarial experience.
• Experience processing travel arrangements preferred.
• Customer Service experience preferred.

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.
• Ability to interpret and apply agency rules, regulations, policies, and procedures.
• Ability to organize and manage multiple and diverse tasks/projects in an effective and efficient manner.
• 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 to 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.

Location

• AUSTIN

Work Type

• Full time
• Telework eligible

Experience Level

• Highly advanced professional
• One year administrative support experience

Education Level

• High school diploma or GED

Salary/Compensations

• $3,979.22 - $4,837.08 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.
• All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position.