Operations Executive Assistant

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

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.

Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Brief Job Description:

The Operations Executive Assistant provides executive level support to the Deputy Commissioner and Associate Deputy Commissioner for the Operations Division. This position is required to work core business hours Monday through Friday from 8:00AM to 5:00PM in the office located in Austin, Texas.

Primary Responsibilities:

• Performs management and executive level administrative support.
• Maintains calendars, schedules meetings, reserves conference rooms, facilitates written and verbal communication, and works on special assignments as requested.
• Processes purchase requests and assists in budget preparation and monitoring.

This position requires intermediate to expert level experience with Microsoft Products such as Outlook, Word, Excel, and PowerPoint to complete job duties. The Operations Executive Assistant will support the Deputy Commissioner and Associate Deputy Commissioner for the Operations Division and provide backup support to section directors and executive team members and staff within the Commissioner's office as needed. Strong interpersonal skills and customer service skills are essential to this role. 

Essential Job Functions (EJFs):

EJF 1: Maintains leadership calendars and prioritizes appointments and meetings; monitors e-mail to track requests for meetings, deadlines, etc. and responds as appropriate; manages all aspects of meeting planning, including scheduling, reserving conference rooms, preparing materials, taking minutes to captures action items, etc.; coordinates and tracks assignments and activities; and uses Microsoft Products to prepare correspondence, memos, reports, presentations, etc. (40%)

EJF 2: Acts as the Division liaison; Responds to policy, process, or procedural inquiries, addresses issues, and resolves problems related to the division’s functions; Interprets policies and procedures to assist leadership with decisions regarding division assignments; Assesses priorities, analyzes intermediate problems, and resolves or escalates issues appropriately. (20%)

EJF 3: Monitors program budget and orders and coordinates approvals for purchasing supplies, goods, and services; Provides budget, expenditure, and other administrative services reports; May schedule travel (in-/out-of-state), make hotel reservations, prepare itineraries, and submit vouchers for reimbursement as needed. (20%)

EJF 4: Maintains confidential files and acts as the Open Records Coordinator for the division; Assists with HR-related tasks such as posting positions, screening applications, onboarding, tracking time and leave, and maintaining related documentation. (10%)

EJF 5: Provides backup administrative assistance to executive team members and staff within the Commissioner's office as needed; serves as Division representative to Tenant Council; performs other duties as assigned. (Other duties as assigned include actively serving in a supporting role to meet the agency’s obligations for disaster response or Continuity of Operations (COOP) activation which may require an alternate shift pattern). (10%)

Knowledge, Skills and Abilities (KSAs):

• Knowledge of administrative and management practices, rules relating to confidential information, and budget monitoring.
• Skill in the operation of computers and software (e.g., Outlook, Word, Excel, and PowerPoint, Visio, and SharePoint), identifying and implementing solutions, and composing and editing reports and communications.
• Ability to implement and evaluate the effectiveness of administrative procedures, maintain calendars/schedule meetings, develop, maintain tracking systems, maintain confidentiality, and provide good customer service.   

Registrations, Licensure Requirements or Certifications:

None.

Initial Screening Criteria:

1. Minimum of 3 years of work experience supporting a senior level or C-suite/C-level executive.
2. Minimum of 3 years of work experience using Microsoft Outlook to manage calendars and schedules.
3. Experiencing managing or tracking program budgets.
4. Experience purchasing supplies, goods, or services. 

Additional Information:

• Applicants must provide information relevant to the required experience for this position in the special training/skills/qualifications and job history sections of the application. 
• If selected, a candidate must be able and willing to provide current and previous work references before a final offer of employment is extended.
• The expected salary for this position will fall towards the top of the range, however the final salary will depend on the selected candidate’s qualifications.

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