Administrative Assistant IV

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.

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Job Description: Under the direction and supervision of the Deputy Regional Director and Communicable Disease Program Manager (CDPM), performs advanced responsible technical, administrative, clerical duties, and program management duties.  Provides professional level research, complex technical and special project development for the DRD and CDPM.  Participates in the development and maintenance of scheduling regional activities for the RD,DRD and CDPM.  Assists with Petty Cash account and the processing of petty cash requests.  Provides technical support for the programs under the supervision of RD, DRD and CDPM, which include Budget, Birth Defects, Specialized Health & Social Services, EMS, Environmental Health, Community Health Improvement, HIV/STD, Immunization, Office of Border Public  Health, Epidemiology, Preparedness and Response Program,  TB, Texas Health Steps, Tobacco & Prevention, TB Binational, and Zoonosis.  Assists other program services such as Human Resources, and the Accounting Department. Assists with New Employee Orientation, CAPPS questions and issues that arise within all Public Health Region 11 (PHR11) Programs. Work is performed under limited supervision and with wide latitude for independent judgment.  Works closely with RLHO, Legal Counsel, Central Office Human Resources, Travel Office other agencies such as Local Health Department Directors, County Health Authorities, Elected City Office, County Judge's, Community Action Councils, Attorney General's office and the general public.  Keeps "Oath of Office" certificates and sends renewal forms for current appointees and new appointments to the Health Authority for each of the 13 counties served.  In addition, offers technical support to new Health Authority appointees.  Maintains an acceptable driving record that meets the standards developed by the Texas Department of Public Safety (DPS) and safely operates either a state owned vehicle or personal vehicle to conduct state business in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures, and Texas motor vehicle, traffic and driving licensing law. Must have a valid Class C Texas driver’s license, or equivalent license from another state.
Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Essential Job Functions: (70%) Provides advanced technical and administrative support for the Deputy Regional Director (DRD) and Communicable Disease Program Manager(CDPM). Types correspondence using electronic programmed equipment using special formats and different computer software.  Compiles special reports and documents, manuals and complex forms for meetings and distribution to regional employees, program managers, field offices and the general public. Answers, screens and returns phone calls for the DRD and CDPM. Coordinates all meetings, daily appointments, coordinates regional activities for special meetings and projects providing information using People Soft software. Develops administrative procedures, standards and methods to be used in the management of Program Services Director's activities. Prioritizes all incoming and outgoing correspondence with considerable latitude to exercise independent judgment. Provides professional level research, complex technical assistance and special projects development such as the Regional, Program Services and the Communicable Disease organizational charts for PHR 11. Maintains and secures confidential files for DRD and CDPM that deal with personnel and program issues. Develops user-friendly background sheets, charts, graphs, and written summaries to be used for senior management decision making with the use of Power Point and project management software. Assists in developing time lines on setting project goals and deadlines.  Composes and processes routine and complex correspondence using Microsoft WORD, WordPerfect and Excel. Coordinates scheduled and urgent travel arrangements for DRD and CDPM.  Prepares travel authorizations, requests for travel advanced DART card and travel claims in a timely manner using Internet IAMOnline and DSHS Travel Office. Coordinates quarterly Program Managers meeting in all of phases for the RD and the DRD to meet with staff. In the absence of the Admin. Tech. III, answer phones, schedule appointments, handles processing and distribution of mail.   Has access to Program Managers monthly calendars through Microsoft Outlook Program to schedule meetings and marks calendars for special events.   Assists with Petty Cash account by processing the approval of purchases through the Regional Budget Analyst. Responsible for keeping records and updating database on Health Authorities. Keeps current information on new appointments or when a 2-year term renewal certificates expires. Mails out information and certificates of appointment for the appointed Health Authority for each County to get notarized signatures before sending to RLHO through email system. (10%) Processes Travel Authorizations, Travel Claims, Advanced Travel requests and Travel Settlements for Deputy Regional Director and Communicable Disease Manager.   Acts as Liaison with Fiscal Division in Austin when special arrangements for travel money is needed. Coordinates quarterly meetings with the CDPM and LHD Directors.  Schedules performance evaluations for Program Managers under the supervision of the DRD, and the CDPM and schedules program update meetings. Sends PE to employees for review and approval, generates electronic signatures and enters into CAPPS system.  Processes and coordinates leave requests for DRD, CDPM, by monitoring and reporting leave activity using People Soft Software. Maintains up to date leave balances on a daily basis and audits time sheets for accuracy before entering monthly time and attendance taken by employees.  Orders and maintains stock of office supplies for the Program Services office by placing orders using purchasing program. Work closely with Program Services purchaser to process requests for requisition on special orders and office equipment for the Program Services Director's Staff. (10%) Provides routine and complex technical, administrative and secretarial support for the Deputy Regional Director and CDPM.  Composes and processes routine and complex correspondence using Microsoft Word, Microsoft Outlook and Excel.   Assists DRD and CDPM with Disciplinary Action Memos, HR0029 Personnel Action Requests, HR0701 Job Audit Requests.   Prioritizes all incoming and outgoing correspondence with considerable latitude to exercise independent judgment. (10%) Assists PHR 11 Program Managers with job postings, printing job applications, screening applications, scheduling interviews and preparing job offer packet for DRD's final approval. On a monthly basis, generates a time & leave report through CAPPS and routes to Accounting Technician.  Creates and keeps up to date the PHR 11 Organizational Chart, Program Services Org. chart and collects all organizational charts from all PHR 11 programs and sends to RLHO on a quarterly basis or as needed.

Knowledge, Skills and Abilities: Knowledge of clerical, administrative and office procedures.
Knowledge of use and application of data management and word processing equipment.
Knowledge of State Travel Policies and procedures.
Knowldege of CAPPS Leave system and procedures.
Knowldege of Human Resources; Workers Compensation & FMLA
Knowledge of community resources for referrals.
Skilled in the use of software programs; Microsoft Word, Excel, Power Point, On-Time, Spreadsheets and CAPPS.
Ability to understand and interpret pertinent policies and procedures in relations to carrying out an assignment.
Ability to coordinate conferences, program manager meetings, quarterly team program meetings. 
Ability to meet and greet the public, answer questions on agency or regional activities. 
Ability to meet deadlines.
Ability to work with limited or no supervion.
Ability to prioritize and use flexibility to handle multiple tasks.
Ability to analyze and solve work problems independently and/or with other to improve Program Services operations.
Ability to communicate effectively, verbally and in writing.

Registration, Licensure Requirements or Certifications: None

Initial Search Criteria:

Must have High School diploma or GED equivalent 

Bachelor’s Degree from an accredited college or university preferred, experience and education may be substituted for one another.

Must be able to speak, read and write English and Spanish fluently. 

5 years experience in Secretarial or Administrative Support

Experience in oral and written communication.

Experience in using the computer programs, e.g. WORD, Power Point, Microsoft Outlook and Excel. Experience in working with health care programs, policies and procedures.

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