Administrative Assistant

About the role

Under the direction of the Preparedness Program Manager and in collaboration with the Operations Supervisor and Epidemiology Manager, serves as the administrative assistant for two Public Health Region 8 programs: Preparedness and Response, and Epidemiology. Performs highly complex (senior-level) administrative support work and related technical assistance to support the efficient operation of both programs.

Responsibilities

• Coordinates records and file management, general office and clerical functions, maintenance of the Region 8 Active Employee Database, and tracking of required employee trainings and associated due dates.
• Conducts administrative reviews of records, purchasing documentation, travel requests, training records, and other documents to ensure administrative completeness and accuracy.
• Compiles and edits data and prepares summaries and reports.
• Explains and disseminates established information concerning agency and program administrative procedures and responds to complex administrative inquiries within assigned authority.
• Supports budget and purchasing activities by tracking expenditures, preparing purchasing documentation and requisitions, placing and monitoring orders, receiving items, maintaining supporting records, and working directly with purchasing staff and vendors.
• Compiles materials and coordinates administrative and logistical support for meetings, conferences, trainings, exercises, field activities, and special events.
• Communicates professionally with program staff, regional offices, vendors, public health partners, local jurisdictions, elected officials, and members of the public.
• Provides periodic front-desk coverage and backup administrative support for other regional programs.
• During public health emergencies or other all-hazards incidents, may serve in an administrative or logistical support role within the Region 8 Incident Management Team, Regional Health and Medical Operations Center (RHMOC), Regional Medical Operations Center (RMOC), or Disaster District Committee (DDC).
• Emergency response, recovery, or Continuity of Operations activities may require an alternate shift, work location, or supervisor.
• Maintains confidentiality and handles sensitive information appropriately.
• Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions

Fiscal Support

• Assists the Preparedness Program Manager, Epidemiology Manager, and Operations Supervisor with program budget and purchasing activities.
• Maintains expenditure tracking tools; enters and tracks expenditures; compiles supporting financial information; prepares routine budget reports; and participates in budget meetings as requested.
• Prepares and administratively reviews purchase requests, requisitions, ProCard documentation, purchase orders, and related records for completeness and accuracy.
• Routes purchasing documents for required review and approval.
• Places and monitors orders and works directly with purchasing staff and vendors regarding product information, availability, quotes, order status, delivery, invoices, and discrepancies.
• Receives items, verifies deliveries against purchasing documentation, distributes items to the appropriate program or employee, and maintains receipts, invoices, packing slips, and other required records.
• Tracks purchasing activities through completion and alerts the appropriate team member to delays, discrepancies, or other issues.
• Maintains inventory and durable-equipment records.

Records Management

• Develops and maintains organized paper and electronic filing and records-management systems for the Preparedness and Response and Epidemiology programs.
• Ensures records are appropriately identified, stored, retained, and disposed of in accordance with established records-retention and confidentiality requirements.
• Conducts administrative reviews of records and documents to ensure completeness and accuracy.
• Maintains the Region 8 Active Employee Database and associated employee information, including emergency contact information and other required records.
• Coordinates employee record updates and State identification badge documentation as assigned.
• Maintains records of required employee trainings, tracks completion requirements and due dates, provides reminders and follow-up, and prepares status reports for program leadership.
• Maintains the confidentiality and security of employee, financial, and program information.

Administrative Support

• Prepares, formats, proofreads, edits, and distributes correspondence, memoranda, reports, forms, spreadsheets, presentations, and other administrative or technical documents.
• Compiles and edits data and prepares summaries, tracking reports, and other administrative products.
• Maintains systems for tracking assignments, deadlines, approvals, and follow-up actions and ensures assigned work is carried through to completion.
• Explains and disseminates established information concerning agency and program administrative procedures.
• Receives, researches, responds to, or routes complex administrative inquiries from program staff, regional offices, vendors, public health partners, local jurisdictions, elected officials, and members of the public.
• Communicates clearly, professionally, and tactfully and refers inquiries outside assigned authority to appropriate team members.

Program Logistics

• Plans and coordinates administrative and logistical support for meetings, conferences, trainings, exercises, field activities, and special events.
• Schedules facilities and meeting spaces; prepares agendas, rosters, handouts, presentations, and other materials; coordinates supplies and equipment; takes and prepares meeting notes or minutes as assigned; and provides on-site administrative support.
• Coordinates travel-related administrative activities, including travel requests, reservations, reimbursement documentation, DART card documentation, and rental-vehicle arrangements.
• Duties may require work in alternate locations or operational settings based on program needs.

Office Operations

• Supports general office operations by maintaining office supplies, processing and distributing correspondence and mail, answering and routing telephone calls, and completing other clerical functions.
• Provides periodic front-desk or switchboard coverage.
• Cross-trains with other regional administrative staff to be able to provide support when needed.

Knowledge, Skills and Abilities

• Knowledge of office practices, administrative procedures, records management, and confidentiality requirements.
• Knowledge of state budgeting, purchasing, receiving, invoicing, travel, and inventory-control procedures.
• Knowledge of data management, database maintenance, and basic financial recordkeeping.
• Knowledge of business English, professional writing standards, and customer-service practices.
• Skill in using standard office equipment and Microsoft Word, Excel, Outlook, PowerPoint, and Teams.
• Skill in professional verbal and written communication, including composing, proofreading, and editing documents.
• Skill in organization, prioritization, time management, and tracking assignments through completion.
• Skill in maintaining filing systems, databases, spreadsheets, and administrative records.
• Skill in coordinating purchasing, vendors, meetings, trainings, travel, and other logistical activities.
• Ability to implement administrative systems and interpret and apply applicable rules, policies, and procedures.
• Ability to work independently, exercise initiative and sound judgment, and refer inquiries outside assigned authority to appropriate team members.
• Ability to organize complex or incomplete information, manage competing priorities, and meet deadlines.
• Ability to communicate professionally and diplomatically with staff, partners, vendors, elected officials, and members of the public.
• Ability to maintain confidentiality, collaborate effectively, and provide guidance regarding established administrative processes.
• Ability to adapt to changing assignments, alternate work environments, emergency-response duties, and travel requirements.

Requirements

• Must possess a valid Class C Texas driver’s license or equivalent license from another state and maintain an acceptable driving record in accordance with DSHS policy.
• Must successfully complete FEMA Independent Study courses IS-100, IS-200, IS-700, and IS-800 within twelve (12) months of employment.

Qualifications

• Associate degree from an accredited institution of higher education and at least two (2) years of experience performing clerical or administrative support work; OR
• At least four (4) years of experience performing clerical or administrative support work.