Executive Assistant I

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Employee 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). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

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Functional Title: Executive Assistant I 
Job Title: Executive Assistant I 
Agency: Dept of State Health Services 
Department: Newborn Screening 
Posting Number: 10951 
Closing Date: 11/20/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-B-17 
Salary Range: $3,581.33 - $4,476.87 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
Telework: Not Eligible for Telework 
Travel: Up to 5% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 1100 W 49TH ST (RDM) 
Other Locations:  
MOS Codes: 0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN 
YNS 
 
 

Brief Job Description:

Under the general supervision of the Section Director with moderate latitude for the use of initiative and independent judgement. Performs complex (journey-level) professional assistance work for an executive. Coordinates administrative activities of the Newborn Screening and Injury Prevention (NBSIP) Section. Maintains the Section Director's calendar and schedules group and individual meetings. Coordinates with Unit staff, Section Director, and Community Health Improvement Division office to obtain document signatures and to collect and collate responses to Division office requests. Orders supplies, completes requisitions, and processes invoice approvals for the section. Reviews requests and leads Division approvals for all section travel including all required out of state Section travel approvals. Provides technical assistance and support to Section staff to complete travel authorizations and e-travel needs. Supports unit administrative assistants with staff hiring and onboarding new employees. Manages section email inboxes. 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.

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.  (30%) Provides administrative support as assigned by the Section Director. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Proofs documents and forms for accuracy before submitting for signature/approval of the Section Director, including correspondence, memos, meeting notices and agendas, charts presentation slides, and handouts. Receives, analyzes, distributes, and takes appropriate action on incoming email meeting asks and telephone calls on behalf of the Section Director. Manages section email inboxes. 
(20%) Monitors and maintains the Section Director’s calendar in Microsoft Outlook. Confirm Section Director’s calendar is updated and identifies potential scheduling conflicts. Keeps Section Director informed of pending decisions and commitments. Coordinates assigned meetings and conferences as needed. Prepares handouts and other materials necessary for assigned meetings. 
(20%) Prepares Travel Request Authorization Forms, makes travel arrangements and reservations, and coordinates trip itineraries for Section Director. Reviews requests to exceed the lodging rate for all Section staff and program staff. Enters data and monitors travel related submissions on behalf of the Section Director in the Travel Reimbursement System. Reviews out of state travel requests for Section Director and Deputy Commissioner signature approvals. Offers technical advice and assistance to section personnel in administrative policy and procedure matters.
(15%) Completes section supply orders and processes invoice approvals. Tracks requisitions, invoices, and payments for the section and informs unit and section directors of any outstanding requests.
(10%) Provides input into developing and revising administrative policies, procedures, standards, and methods; and provides guidance and interpretation on policies and procedures. Communicates objectives, tasks, and decisions to staff on behalf of Section Director. Serves as backup to unit administrative assistants and supports hiring staff and onboarding staff as needed.

 (5%) Other duties as assigned may include actively participating during a disaster response and/or recovery effort, serving in a supporting role during a disaster response and/or recovery effort, and assisting in work to maintain continuity of operations of the agency during a disaster response and/or recovery effort. 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.

Certifications:

N/A

Knowledge / Skills / Abilities

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 the preparation, maintenance, and control of forms, records, and reports. 
Knowledge of state travel policies and procedures. 
Knowledge of basic state accounting and budgeting systems. 
Knowledge of purchasing processes. 

Skill in the use of standard office equipment and software.
Skill in verbal and written communications.  
Skill in composing, proofing, editing, and formatting documents. 
Skill in using a computer and software, including Microsoft Excel, Microsoft Outlook, Microsoft Word, Microsoft PowerPoint, Microsoft Teams, or other spreadsheet, database, or word processing software programs. 
Skill in problem solving and attention to detail. 
Skill in time management, organizing workloads, and setting priorities to meet deadlines. 

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. 

Initial Screening Criteria:

A minimum of 3 years of experience as an Administrative Assistant or Executive Assistant is preferred. 
Experience using office equipment such as, but not limited to, printers, copiers, fax machines, and computers. 
Experience using software, including Microsoft Excel, Microsoft Outlook, Microsoft Word, Microsoft PowerPoint, Microsoft Teams, or other spreadsheet, database, or word processing software programs preferred. 
Experience in time management, organizing workloads, and setting priorities to meet deadlines required. 

ADDITIONAL INFORMATION:

“IMPORTANT, PLEASE READ THE FOLLOWING INFORMATION PRIOR TO SUBMITTING AN
APPLICATION FOR THIS POSITION:

Information on the application must clearly state how the applicant meets initial selection criteria in the
Summary of Experience section in order to be interviewed. 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.

Applicants selected for an interview will be required to complete an in-basket exercise.

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