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About the Role

The Management Analyst III supports the Deputy Chief Financial Officer (DCFO) Chief by managing the DCFO Chief’s centralized inbox and the executive assignments that enter through it. The position serves as the primary intake and workflow coordinator for incoming messages, requests, documents, and time-sensitive assignments, ensuring each item is reviewed, logged, routed, tracked, and closed in accordance with established requirements and deadlines.

Responsibilities

Continuously monitors and operates the DCFO Chief’s centralized inbox during business hours and ensures incoming items are acknowledged, reviewed, and advanced without avoidable delay.
Conducts intake for messages, correspondence, decision requests, meeting-related materials, reports, approvals, and assignments from CFO departments, the Office of the Executive Commissioner, and other HHSC divisions.
Identifies the required action, responsible area, due date, sensitivity, urgency, and approval path for each inbox item; seeks clarification when instructions or supporting materials are incomplete.
Logs, categorizes, routes, and tracks each assignment from receipt through completion using established tracking tools, naming conventions, filing standards, and workflow procedures.
Proactively follows up with assigned staff, monitors approaching deadlines, and escalates urgent, overdue, high-risk, or stalled items to the appropriate leadership level.
Prepares concise status updates, priority lists, and summaries that allow the DCFO Chief and Operations Manager to quickly identify pending decisions, upcoming deadlines, and items requiring intervention.
Reviews submissions for completeness, accuracy, required approvals, accessibility, and compliance with the HHS Executive Writing Reference Guide, Associated Press style, and CFO correspondence standards.
Performs advanced editing, formatting, and quality assurance for memoranda, reports, briefings, decision documents, and other materials submitted for executive review.
Coordinates document revisions and approval routing, confirms that requested changes are incorporated, and verifies that final responses and approved materials are distributed to the appropriate parties.
Maintains complete electronic records of inbox activity, supporting documents, approvals, final products, and disposition in SharePoint and other approved systems.
Serves as a primary point of contact for questions about the DCFO Chief inbox, executive submission requirements, assignment status, routing, and deadlines.
Uses discretion when handling confidential, sensitive, personnel-related, financial, legislative, or executive information.
Develops and maintains inbox procedures, job aids, templates, distribution lists, filing structures, tracking tools, and coverage plans.
Analyzes inbox volume, aging, recurring issues, missed handoffs, and workflow bottlenecks and recommends practical improvements.
Performs periodic quality reviews to confirm assignments are documented, filed, and closed consistently.
Coordinates inbox coverage and transition notes to preserve continuity during leave, peak workload periods, and changes in responsibility.
Participates in workgroups and improvement initiatives related to executive correspondence, document routing, records management, and business operations.
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Requirements

Minimum of two years of experience within the past five years managing a shared, centralized, leadership, or executive inbox, including triage, routing, tracking, follow-up, and deadline management.
Minimum of two years of hands-on advanced Microsoft Word editing, composition, and formatting experience within the past five years.
Minimum of two years of Microsoft Excel experience within the past five years, including maintaining trackers and monitoring assignment status.
Experience handling confidential or sensitive information and supporting senior or executive leadership, preferred.
Microsoft SharePoint administration, site creation, document library, and filing system experience, preferred.
Experience with HHS programs, policies, procedures, executive correspondence, or legislative assignments, preferred.
Related bachelor’s degree preferred.

Skills

Executive inbox management
Assignment intake
Workflow coordination
Records management
Deadline tracking
Office management
Business administration
Quality assurance
Continuous improvement practices
HHS executive correspondence requirements
HHS Executive Writing Reference Guide
Associated Press style
Accessible document standards
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft SharePoint
Microsoft PowerPoint
Microsoft Teams
Managing a high-volume, fast-paced executive inbox with accuracy, discretion, responsiveness, and consistent follow-through.
Triaging competing priorities, identifying urgency and risk, and routing work to the correct owner and approval path.
Advanced Microsoft Word editing, formatting, accessibility, and document quality assurance.
Using Excel or comparable tools to maintain accurate trackers, identify aging items, and prepare useful status summaries.
Creating and maintaining SharePoint sites, document libraries, filing systems, permissions, and workflow records.
Writing clear, concise, professional messages and communicating diplomatically with staff at multiple organizational levels.
Analyzing incomplete or complex requests, resolving routine workflow problems, and elevating issues at the appropriate time.
Maintain continuous awareness of inbox activity while managing multiple assignments, interruptions, and changing deadlines.
Exercise initiative, discretion, sound judgment, and appropriate confidentiality with limited supervision.
Organize detailed records so the status, ownership, deadline, supporting documentation, and final disposition of each item can be readily determined.
Build effective working relationships and obtain timely responses without losing professionalism or diplomacy.
Adapt to shifting executive priorities and peak workload periods while maintaining accuracy and service quality.

Location

AUSTIN

Work Type

Eligible for Telework
Full time
Up to 5% Travel

Experience Level

Management Analyst III

Education Level

Related bachelor’s degree preferred

Salary/Compensations

$5,098.66 - $8,304.83 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. 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.
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.