Executive Assistant II
Texas Health and Human Services Commission - Austin, TX

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Executive Assistant II

Performs advanced (senior-level) professional assistance work for the Assistant Commissioner of Mental Health & Substance Abuse Services. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Receives special project assignments from Assistant Commissioner. Completes all travel-related documents for the Assistant Commissioner such as travel requests and travel vouchers and makes all necessary travel arrangements. Logs and tracks all contracts and documents that require the Assistant Commissioner’s signature. Coordinates the daily schedule of the Assistant Commissioner. Works under minimal supervision with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions:
Task 1 Receives special project assignments from Assistant Commissioner. Performance Standard -Ensures that special projects are accomplished in a timely manner. -Responds in a timely and professional manner to requests from legislators, or their staff, advocacy groups, stakeholders, internal and external customers as directed by the Asst. Commissioner. -Maintains files (hard copies and electronic documents) for Asst. Commissioner. Task 2. Completes all travel-related documents for the Assistant Commissioner. Performance Standard -Completes travel request forms and sends them to the Travel Office in a timely manner. -Acquires necessary approvals for travel vouchers and routes the voucher to the Travel Office in a timely manner -Makes all necessary travel arrangements -Collects receipts and completes travel vouchers in the TRS system -Tracks travel vouchers to ensure that reimbursement is correctly processed. Task 3. Orders Office Supplies and enters requisitions on HSAS as needed. Performance Standard -Ensures that office supplies and requisitions are entered in a timely manner Task 4 Performs other duties as requested by the Asst. Commissioner of MH&SA. Performance Standard. Other duties, as assigned, and effectively and professionally accomplished on a timely basis. Task 5 Performs other duties as requested by the Asst. Commissioner of MH&SA. Performance Standard. Other duties, as assigned, and effectively and professionally accomplished on a timely basis.

Knowledge Skills Abilities:
1 Initiative * Willingly assumes new and challenging assignments. * Seeks challenging goals for self. * Willingly puts in extra time and effort in crisis situations. * Expends the effort and time necessary to do the job well. * Routinely shows an interest in improving his/her knowledge and skill level. * Offers suggestions to solve problems or improve operations. * Takes action to achieve goals beyond what is required. 2 Planning and Organization * Participates in identifying goals in group settings. * Identifies and coordinates resources. * Manages projects and tasks in an effective, accountable and responsible manner. * Develops plans while considering all relevant factors, including work group, clients, program goals, agency goals and needs of community. 3 Flexibility and Adaptability * Effectively handles multiple responsibilities. * Embraces changing conditions and situations in work responsibilities. * Accepts constructive criticism and suggestions and uses them to improve performance. * Deals with anger, frustration and disappointment in a professional manner. * Maintains objectivity in all situations. * Seeks solutions acceptable to all. * Fits approach to the task, situation, problem or person. * Responds promptly and effectively to requests for information. 4 Communication Skills * Demonstrates clear, concise, effective verbal and written communication skills. * Uses content ( words, level of detail ) appropriate for audience. * Keeps all agency records, information and client's names confidential. * Keeps supervisor and co-workers informed of work activities. * Builds constructive and effective relationships. * Interacts with people at all levels in the organization in a positive manner. * Actively and attentively listens. * Exhibits leadership qualities. 5 Professionalism * Considers agency's mission statement, values and vision in making decisions and taking actions. * Maintains state and agency standards of conduct. * Attends work regularly in accordance with agency policies and procedures. * Displays professional attitude, actions and work attire. * Promotes and demonstrates appropriate respect for cultural diversity among co-workers and all work related contacts. 6 Supervisory Skills 7 Decision Making * Identifies and considers all feasible alternatives before making decisions. * Can make decisions on limited but adequate information. * Uses a mix of analysis, wisdom, experience and judgment. * Initiates proactive approach to identifying needs and solving problems.

Registration or Licensure Requirements:
NA

Initial Selection Criteria:
Minimum of 5 years experience in providing Executive level administrative support. Graduation from an accredited four-year college or university with major course work in a field related to program area is generally preferred. Experience and education may be substituted for one another. Minimum of 5 years experience working with Microsoft Office suite tools, including Outlook, Word, Access databases, Excel, and PowerPoint. Experience developing and maintaining data record and filing systems in guidance of the records management system. Minimum of 3 years experience with responsibility for managing administrative tasks and business/office operations. Experience in office practices and administrative procedures. Experience in establishing and maintaining filing systems. Experience interpreting rules and regulations, and/or policies. Knowledge of state programs and processes. Experience handling high level administrative and division operation issues and the experience to handle, analyze and provide solutions. Skilled in managing multiple assignments with quick turnarounds and multiple deadlines.

Additional Information:
In compliance with the Americans with Disabilities Act (ADA), HHS 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. req #244008

Texas Health and Human Services Commission - 12 months ago - save job - copy to clipboard
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