DCFO Inbox and Executive Workflow Support

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. The position continuously monitors the inbox, identifies urgency and required action, requests missing information, assigns or routes work to the appropriate CFO area, and maintains clear status and follow-up records. The position prepares inbox items for the DCFO Chief’s review and decision-making by organizing supporting materials, editing documents, confirming approvals, and elevating risks, overdue items, and competing priorities. The Management Analyst III works closely with CFO departments, the Office of the Executive Commissioner, and other HHSC divisions to keep assignments moving and to provide consistent guidance on executive correspondence and submission requirements. The position maintains electronic filing systems, tracking tools, templates, and standard operating procedures that support an accurate, responsive, and audit-ready inbox operation. The position reports to the Operations Manager in CFO Business Support and works with some latitude for initiative and independent judgment. Success requires discretion, sound judgment, strong organization, precise written communication, and the ability to manage frequent interruptions and shifting priorities in a high-volume executive environment.

Responsibilities

• Continuously monitor and operate the DCFO Chief’s centralized inbox during business hours and ensure incoming items are acknowledged, reviewed, and advanced without avoidable delay.
• Conduct 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.
• Identify required action, responsible area, due date, sensitivity, urgency, and approval path for each inbox item; seek clarification when instructions or supporting materials are incomplete.
• Log, categorize, route, and track each assignment from receipt through completion using established tracking tools, naming conventions, filing standards, and workflow procedures.
• Proactively follow up with assigned staff, monitor approaching deadlines, and escalate urgent, overdue, high-risk, or stalled items to the appropriate leadership level.
• Prepare 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.
• Review submissions for completeness, accuracy, required approvals, accessibility, and compliance with the HHS Executive Writing Reference Guide, Associated Press style, and CFO correspondence standards.
• Perform advanced editing, formatting, and quality assurance for memoranda, reports, briefings, decision documents, and other materials submitted for executive review.
• Coordinate document revisions and approval routing, confirm that requested changes are incorporated, and verify that final responses and approved materials are distributed to the appropriate parties.
• Maintain complete electronic records of inbox activity, supporting documents, approvals, final products, and disposition in SharePoint and other approved systems.
• Serve as a primary point of contact for questions about the DCFO Chief inbox, executive submission requirements, assignment status, routing, and deadlines.
• Use discretion when handling confidential, sensitive, personnel-related, financial, legislative, or executive information.

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.

Skills

• Executive inbox management, assignment intake, workflow coordination, records management, and deadline tracking.
• Office management, business administration, quality assurance, and continuous improvement practices.
• HHS executive correspondence requirements, the HHS Executive Writing Reference Guide, Associated Press style, and accessible document standards.
• Microsoft Outlook, Word, Excel, SharePoint, PowerPoint, Teams, and other tools used to manage correspondence, documents, tracking, and collaboration.
• HHSC programs, policies, procedures, and the Texas legislative process, preferred.

Benefits

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

Pay

$5,098.66 – $8,304.83 per month

Schedule

Full time; day shift; eligible for telework; reports to the Austin state office in person twice per week (requirement subject to change at HHSC leadership discretion)