Administrative Assistant

Brief Job Description:

The Administrative Assistant III performs administrative support to the Deputy Associate Commissioner of Decision Support Services (DSS) within the Behavioral Health Services (BHS) – Quality, Compliance, and Performance Improvement Section of HHSC. Work involves coordinating high-level administrative operations including dissemination of information, correspondence preparation, and file systems maintenance.  Prepares confidential materials, correspondence, memos, reports, and complex spreadsheets. Assists with team with new member on-boarding, purchase orders for software licenses, all staff meetings, and provides support on human resource issues. Coordinates critical data file maintenance, support, and record keeping. May represent DSS on committees, work groups, and projects to meet administrative needs. Performs other duties as assigned and works under general supervision, with moderate latitude for the use of initiative and independent judgment. Attends work on a regular and predictable schedule in accordance with agency leave policy.

Essential Job Functions (EJFs):

EFJ1. Prepares confidential materials, correspondence, memos, reports, and complex spreadsheets to be retained in paper or electronic files, working from a draft or from transcribed data. Drafts responses for routine and non-routine correspondence. Develops letters, memos, and forms, and prepares reports as directed by the Deputy Associate Commissioner and other DSS staff. Maintains calendar, schedules/coordinates meetings, including meetings conducted in person, by telephone and through electronic media and proactively resolves scheduling conflicts. 30%  
EFJ2. Provides support to on human resource issues by reviewing and interpreting personnel policies, and providing guidance on agency human resources procedures, including but not limited to position audits, posting and hiring, new employee orientation, labor account codes, task profiles, vacancies, position descriptions, positive performance and disciplinary action procedures and CAPPS functions. Coordinates and produces reports as scheduled or needed on vacancies, staffing plans, manpower reports, etc. Maintains organizational charts. Coordinates ODS needs related to space, facilities, telecommunications, office equipment and software. Tracks and maintains records on training needs and completions. 25%  
EFJ3. Assists in DSS budget preparation as requested. This includes assisting in the tracking of Office-wide expenditures including travel (in-state and out-of-state), operating costs (i.e. supplies, consumables) and utilities (i.e. copier leases, and cell phone costs). Prepares and submits requisitions for purchases and services. 20%  
EFJ4. Coordinates critical data file maintenance, support, and record keeping, including preparation, editing, formatting, and distribution of reports and documents for the use of agency initiatives and mandates, and Institutional Review Board and Open Record Request requirements. 15%  
EFJ5. Represents DSS on committees, work groups, and projects. Other duties as assigned. 10%  
   

Knowledge Skills Abilities (KSAs):

Knowledge of:

• business English, grammar, spelling, and punctuation.
• agency rules, regulations, policies, and procedures.  
• office practices and administrative procedures.
   

Skill in:

• the use of Microsoft Office applications, including Word, Excel, PowerPoint, Visio and especially Outlook email and calendar applications.
• hard copy and electronic file maintenance systems.  
   

Ability to:

• apply and interpret departmental rules, regulations, policies, and procedures.  
• independently produce accurate, complex reports, correspondence, tables, slide presentations, charts, and spreadsheets.
• deal with stressful, difficult situations with diplomacy and tact in interactions with both external and internal HHSC customers.  
     

Registration or Licensure Requirements

None required.

Initial Selection Criteria 

Five or more years of administrative support assisting executives or senior management. Five or more years experience working with the public in person and via telephone/video conferences. Five or more years experience with use of MS Office, including Outlook, Word, Excel, Visio, and PowerPoint. Graduation from an accredited four-year college or university with major course work in business administration or a related field is preferred.