Administrative Asst III

Job/Position DescriptionAdministrative Asst IIIPerforms complex (journey-level) administrative support work. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Essential Job FunctionsPrepares and disseminates information concerning agency programs and procedures. and#149;Acts as a single point of contact for receiving and reviewing assignments from the Director of Field and Director of Field Support Services. and#149;Sends out communication emails or inquiries to regional staff or statewide on behalf of Directors and collects and compiles responses, as needed. and#149;Assists the Director of Field Support and Managers with special projects and time sensitive reports. Reviews and edits memos and other communications for distribution.and#149;Disseminates proposed policy updates to field staff for review and compiles edits and feedback for the author.Prepares, edits, and distributes correspondence, reports, studies, forms, and documents. and#149;Writes and distributes notes and reports for the Director of Field Support and other team managers. Edits notes, emails, inquiries and other correspondence for staff and directors prior to distribution. and#149;Takes notes during in person and virtual meetings and provides to the Director and team members, as needed.and#149;Tracks data and assists in preparing reports regarding effectiveness of programs.and#149;Creates and maintains process flow documents. Performs general office duties such as filing and maintaining a filing system, answering and routing phone calls, and ordering and maintaining office supplies. and#149;Provides phone coverage and assistance and routes calls to appropriate Departments.and#149;Work includes gathering input from division employees regarding their office supply needs and/or purchasing needs.and#149;Works with contracts, accounting, and HHSC regarding purchase orders and/or manual payment requests for regional or state office supplies, leadership conference planning, and childcare payment reimbursements.and#149;Maintains filing system and other documents for Directors, via electronic or paper system.and#149;assists regional staff with maintaining electronic filing system of case records. Responds to inquiries and explains rules, regulations, policies, and procedures. and#149;Receives and responds to all calls and emails regarding program issues, complaints, inquiries, and general requests for information.Coordinates meetings, conferences, and seminars. and#149;Works with vendors and the contracts division to secure speakers and meeting space for conferences and team meetings.and#149;Creates agendas, prepares folders, and take notes during meetings.and#149;Prepares and distributes surveys to meeting and conference participants to elicit feedback.Compiles and enters data for charts, graphs, databases, summaries, or reports. and#149;Work includes maintaining naming conventions on the share drive and/or Microsoft teams and assisting team managers in maintaining files and record keeping and uploading information into spreadsheetsand#149;Performs data entry into IMPACT and other electronic programs and systems.and#149;Complies and enters data for charts, graphs, databases, summaries or reports as needed for the Field Support Team.May manage and maintain schedules and travel arrangements for managers and directors. and#149;Scheduling interv https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=616792 Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.