Executive Assistant I, Congenital Syphilis

About the role

The Executive Assistant I, Congenital Syphilis supports the Congenital Syphilis Operations Director. Key responsibilities include administrative support, maintaining the Unit Director's calendar, coordinating meetings, preparing travel requests, managing section email, and providing technical assistance.

Responsibilities

• Provides administrative support as assigned by the Unit Director.
• Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel.
• Proofs documents and forms for accuracy before submission.
• Manages the Section Director's calendar in Microsoft Outlook.
• Coordinates meetings and prepares handouts for meetings.
• Prepares Travel Request Authorization Forms, makes travel arrangements, and coordinates trip itineraries.
• Completes section supply orders and processes invoice approvals.
• Supports unit with staff hiring and on-boarding new employees.
• Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Requirements

• A minimum of 3 years of experience as an Administrative Assistant, office manager, or Executive Assistant.
• 2 years’ experience in providing technical assistance and administrative support to management or staff.
• 2 years’ experience using Microsoft Office, including Outlook, Excel, PowerPoint, Teams, SharePoint and Word, other spreadsheet, database, or word processing software programs.
• 2 years’ experience in time management, organizing workloads, and setting priorities to meet deadlines.

Qualifications

• Knowledge of accepted business practices and procedures; applicable rules, regulations, and policies; and related legislative and legal practices and procedures.
• Knowledge of English grammar, spelling, punctuation, and writing style.
• Knowledge of modern office practices including use of printers, copiers, fax machines, and personal computers for word and data processing.
• Knowledge of state travel policies and procedures.
• Knowledge of basic state accounting and budgeting systems.
• Knowledge of purchasing processes.
• Ability to handle high-level administrative issues; to analyze and solve work-related problems; to communicate effectively; and to provide guidance to others.
• Ability to work effectively with groups of people and coordinate diverse program activities.
• Ability to type accurately from a draft copy.
• Ability to work independently when carrying out complex and/or administrative tasks.
• Ability to read and interpret agency and division/program policies.
• Ability to identify problems and suggest or implement solutions when appropriate.
• Ability to work in a team environment.
• Ability to understand and follow instructions and office procedures both verbally and in written form.

Skills

• Standard office equipment and software proficiency (Microsoft Office, printers, copiers, fax machines).
• Verbal and written communication skills.
• Problem-solving and attention to detail.
• Time management, organizing workloads, and setting priorities to meet deadlines.

Benefits

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

Pay

$3,581.33 - $4,476.91 per month

Schedule

Day shift

Additional Information

To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Important: Please review the information provided prior to applying for this position. Resumes will not be accepted in lieu of an application. Applicants must provide information relevant to the required experience for this position. Answer all questions and completely summarize your experience including technical and managerial responsibilities and any special training, skills and qualifications for each position you have held in the employment history section of application. All fields on the application must be filled-in completely. This includes, but is not limited to, previous salary, previous supervisor, and reason for leaving previous position. Agency salary policy, budget and candidate’s qualifications will dictate final salary offer.

This position is not eligible for Telework.

Active Duty, Military, Reservists, Guardsmen, And Veterans Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.

Salary Information, Pre-employment Checks, And Work Eligibility The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds. Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks. DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form Nearest Major Market: Austin