Executive Assistant III

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Brief Job Description:

The Executive Assistant III position performs advanced (senior-level) professional assistance work for the Substance Use Programs (SUP) Associate Commissioner (AC). Oversees and provides varied high level administrative support to the AC’s office. Communicates with other agency or external state agencies while supporting the work of the Associate Commissioner. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Duties include but are not limited to: Oversees, reviews, and evaluates complex professional administrative practices and functions. Manages workloads and the daily activities of the Associate Commissioner. Serves as a liaison with internal BHS senior and executive management and other HHSC executive offices, the BHS Deputy Executive Commissioner and the executive Chief Program and Services Office. On behalf of the Associate Commissioner communicates assignments and decisions to BHS staff. Manages the Associate Commissioner’s calendar, and other Director level executives to coordinate both external and internal commitments crucial to furthering the department and agency mission.

Sets up conference calls, takes messages, and answers and screens requests for information from the Associate Commissioner requiring interface with high-level personnel from federal agencies, state agencies, universities, local governments, trade organizations and other critical agency stakeholders. Develops and revises administrative policies and procedures and provides guidance and interpretation to SUP staff. Coordinates the implementation of administrative projects/initiatives; department all staff meetings, town halls, workgroups, and coordination of meetings with federal, state, and local partners trade organizations. Oversees, prepares, and edits reports, correspondence, memorandums, presentation materials and other executive documents. Develops documents and filing systems ensuring compliance with agency confidentiality standards. Assists Associate Commissioner with general human resource management actions, handles confidential and sensitive information, ensures timeliness and accuracy of all administrative functions of the AC office. May supervise the work of others providing direction and support for priorities of the department. Approves, monitors, and facilitates essential administrative actions on the Associate Commissioner’s behalf in support of the department.

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EJF 1. Provides professional administrative functions for the Associate Commissioner (AC) of Substance Use Programs (SUP) and other SUP directors as needed. Interacts daily with other departments within the division to coordinate assignments as well as other executive HHSC partners, federal agencies, other state agencies, universities, local governments, trade organizations and other critical agency stakeholders. Directs the flow of assignments, requests, and critical information to the appropriate staff to various HHS departments as well as other salient stakeholders. Reviews, edits, and finalizes documents (letters, briefing papers, memos, etc.) ensuring that the documents adhere to established HHSC guidelines for correspondence. Accurately composes, designs, and types documents, correspondence, forms, and reports utilizing a variety of software. Develops and revises administrative policies and procedures and provides guidance and interpretation to SUP staff. (25%)

EJF 2.  Accurately schedules and coordinates appointments for the AC of SUP, division staff, state and federal agencies, and external stakeholders requesting appointments. Develops and prepares meeting agendas, attend meetings, and record meeting minutes as needed or on a regular cadence as defined by the AC or in a manner that ensures fluid, consistent and transparent communication. (25%)

EJF 3. Develops and coordinates the implementation of administrative projects/initiatives, such as town halls, assigned by the AC of SUP. Develops a plan and strategy for gathering input from key staff regarding approaches to address a problem/issue. Implements and completes projects and work in a timely fashion. Facilitates and serves on administrative workgroups as assigned. Compiles division management reports and reviews for content, formatting, and accuracy. (15%)

EJF 4. Maintains daily office organization in support of the AC and other directors. Implements document management, including technical planning and/or overseeing the development of reports and documents. Reviews, edits, routes, and files documents. Develops and maintains filing systems in accordance with agency retention policies. Provides updates to the retention schedule annually, as needed. Establishes and implements a tracking system to ensure timely completion of assignments. (15%)

EJF 5. Assigns tasks & oversees the work of several other administrative support staff within the SUP department. Down assigns tasks to the executive team based on the direction of the AC. Onboards support staff ensuring orientation to the division and training of key administrative support functions to ensure continuity of operations. Answers and screens communications, sets up conference calls, takes messages and strategically sets up meetings for the AC and other executive level staff to ensure timely completion of tasks by coordinating multiple schedules and priorities for executives and staff for all-staff meetings. Sends out communications on behalf of the AC to include tracking and notifying staff of training delinquencies, agency policies and performance evaluation discrepancies. (10%)

EJF 6. Enters, routes, and ensures processing of requisitions for the department. Works and coordinates with other support areas to ensure requisitions are complete, accurate and submitted in accordance with agency protocols. This includes requisitions for conference registration, agency membership dues, major furniture purchases and other salient purchases that may exceed $25K or more depending on the activity. (5%)

EJF 7. Prepares Travel Request Authorization Forms in the E-travel system as a delegate for the AC and coordinates travel arrangements. Reconciles all travel activities and budget management for the AC and directors to include securing of reimbursement and expenditures in accordance with agency travel policy. Tracks assignments for the AC such as approval of legislative reports, briefing documents, contract rosters, legislative inquiries, and execution of contracts to ensure timely submission for programming equaling an excess of $1 billion dollars. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of accepted business practices and procedures.

Knowledge of the purchasing and requisition process.

Knowledge of applicable rules and guidelines for general office practices.

Skill in the use of standard office equipment and software.

Skills in written and verbal communication.

Skill in time management and balancing competing priorities.

Skills in Microsoft Word, Excel, Outlook and SharePoint.

Ability to handle high-level administrative tasks and challenges.

Ability to further a culture of positivity within the workforce.

Ability to analyze and solve work-related problems.

Ability to communicate effectively with peers and leadership staff.

Ability to distribute assignments to staff and to track to ensure completion.

Ability to multi-task and anticipate executive support needs.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Bachelor’s Degree and three years of advanced administrative level support. Education and experience may be substituted for one another. Experience with complex, executive level coordination and written communications. Experience with State of Texas agency functions and structure is preferred. Experience scheduling meetings and managing calendars. Experience in implementing administrative procedures; interpreting rules, regulations, policies, and procedures. Experience in maintaining filing and/or record keeping systems. Experience with Microsoft Outlook, Word, Excel, Access, Teams, and PowerPoint. Experience working in a team environment. Experience organizing workloads; setting priorities and meeting deadlines.

Additional Information:

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business need.

The posted salary range reflects the minimum and maximum allowable by state law. Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual Chapter 7.

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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 to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.