Executive Assistant

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Brief Job Description:

The Executive Assistant III (EA III) provides senior level, complex, professional assistance for the Office of Policy and Rules (“OPR”). This position provides support to the Director of Strategic Operations (DSO-OPR) and Deputy Executive Commissioner (DEC-OPR) on administrative and operational matters, including office policies, procedures, training, reports, and monitoring office work metrics. It also assists with traditional staff services functions, such as human resources, purchasing, information technology, training, and asset management. Provides communication expertise through content production and management of the OPR SharePoint. Under the general direction of the Director of Strategic Operations but exercising independent initiative, this position works directly with OPR staff on assignments and inquiries.

The EA III:

• Serves as the OPR lead on administrative activities.

• Supports OPR leadership with human resources, space planning and occupancy reporting, and purchasing functions.

• Monitors the OPR mailbox and makes staff assignments accordingly.

• May coordinate with the Executive Clerk on administrative matters such as executive communications and correspondence, including proofreading documents.

• Ensures compliance with administrative policies and procedures. 

• Assists Office leadership with the development of the Office’s operational plans and quarterly business reports.

• Generates and maintains the department's organizational charts.

• Develops ad hoc reports.

• Assists with presentations and executive communications.

Essential Job Functions (EJFs):

EJF 1.

Consistently monitors the team mailbox. Ensures inquiries and assignments are assigned to appropriate staff in a timely manner and have clear deadlines to facilitate prioritization of work. Escalates issues to the Deputy Executive Commissioner and Director of Strategic Operations as appropriate. Organizes meetings as requested. (20%)

EJF 2.

Assists Office leadership with personnel, purchasing, and space planning functions. Facilitates new hire processes, information technology requests, workstation set ups, and staff travel. Develops and maintains the department's organizational chart and SharePoint site. Handles special administrative assignments including and developing ad-hoc administrative reports. (20%)

EJF 3.

Processes executive communications and administrative rules assignments. Assists staff with presentations, executive memorandums, briefings, and white papers. Proofreads documents and ensures consistency with agency style guide. Assists with legislative bill analysis assignments tracking and related activities. Gathers and assembles data and information to develop presentations and reports for leadership. Assists with legislative reports and materials as assigned. (15%)

EJF 4.

Establishes, maintains, and improves tracking systems for monitoring all office assignments. Establishes, maintains, and improves performance measures tracking systems. Updates these systems routinely and generates reports to facilitate managing workload, identify emergent issues, and ensure that timelines and performance outcomes are met. (25%)

EJF 5.

Assists with special projects and conducts research upon request. Assist other staff on administrative processes. Maintains all pertinent records, files, and documents consistent with retention requirements. Serves as the records retention liaison. (10%)

EJF 6.

Assists with development of policies, procedures, standard work, job aids, and manuals for the Office. Attends meetings as requested. Represents the Office as requested on project and assignment related activities. Plans and attends workgroup meetings. Plans, assigns, and/or supervises the work of others. Performs other duties as assigned. (10%)

Knowledge, Skills, and Abilities (KSAs):

Knowledge of:

• health and human services programs, policies, and procedures.

• office management procedures.

• human resources policy and procedures.

Ability to:

• Use personal computer applications such as Windows, Outlook, Word, Excel, Teams, SharePoint, PowerPoint, and Visio.

• Be detail oriented.

• Solve problems.

• Interpret guidelines, policies, and procedures.

• Communicate effectively verbally and in writing.

• Gather, assemble, correlate, and analyze facts.

• Coordinate activities between various stakeholders.

• Organize data, files, tasks, and assignments.

• Work independently with minimal supervision.

• Demonstrate strong interpersonal skills.

• Maintain effective working relationships with program and agency staff.

Skill in:

• Writing and editing.

• Critical thinking.

• Process improvement.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

• Experience with complex, executive level coordination and written communications.

• Experience in proofreading and style guide adherence.

• Experience in office management, workflow management, and business administration.

• Preferred: Experience with HHS agency programs, policies, and procedures. 

• Preferred: Graduation from an accredited four-year college or university with a bachelor’s degree. Relevant professional experience may substitute for education on a one-to-one year basis.

Additional Information:

N/A

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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.