Health & Human Services Comm
Management Support Specialist
Health & Human Services Comm, Austin, Texas, us, 78716
Job Description:Management Support Specialist
The Management Support Specialist is selected by and reports directly to the Deputy Director of the Texas Civil Commitment Office (TCCO). Provides administrative support to the Texas Civil Commitment Office operations leadership team. Works under limited supervision with latitude for the use of initiative and independent judgment.
Duties include:Provides complex professional administrative functions and acts as a point of contact for the TCCO Deputy Director and as a liaison with other operational staff. Interacts daily with other executive offices to coordinate assignments. Develops and coordinates the implementation of administrative projects/initiatives assignedby the Deputy Director or other executive staff.Performs other duties as assigned or required to maintain efficient and accurate office operations.
Essential Job Functions:Provides administrative support as assigned by the TCCO Deputy Director.
Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Proofs correspondence, memos, technical documents, and forms for accuracy before submitting for signature/approval of the Deputy Director. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls.
Coordinates assigned meetings and conference calls as needed. Prepares handouts and other materials necessary for assigned meetings.
Updates working documents and processes. Assists in coordinating weekly, monthly and quarterly reports.
Draft responses for correspondence. Develop letters, memos, forms, spreadsheets and templates. Compile data to prepare complex reports as directed to include tracking and summarizing information.
Work directly with agency staff, other state agencies and the public to provide information regarding TCCO and its procedures in response to routine inquiries.
Assist in compiling records for Public Information Act requests.
Cross-trained to serve as backup for other administrative and operational staff. Other duties as assigned.
Knowledge Skills Abilities:Knowledge of accepted business practices and procedures. Knowledge of agency rules, regulations, policies and procedures.
Skilled in the use of standard office equipment such as copiers, cell phones, laptop, and software to include Microsoft Excel and Powerpoint. Skilled in time management and organization including the ability to prioritize multiple projects with competing deadlines.
Ability to handle high-level administrative issues , to use initiative to analyze and solve work-related communications. Ability to communicate effectively in writing and in person.
Registration or Licensure Requirements:Texas Driver's License
Initial Selection Criteria:Graduation from an accredited college or university with a bachelor's degree in business administration or related field is preferred. Three or more years experience in providing advanced administrative office support. Education and experience may be substituted for one another.
Additional Information:This position is assigned to and works in TCCO's Austin office and is not a remote position.
MOS Code:42A, 0100, 0111,3F5X1,8A200
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
The Management Support Specialist is selected by and reports directly to the Deputy Director of the Texas Civil Commitment Office (TCCO). Provides administrative support to the Texas Civil Commitment Office operations leadership team. Works under limited supervision with latitude for the use of initiative and independent judgment.
Duties include:Provides complex professional administrative functions and acts as a point of contact for the TCCO Deputy Director and as a liaison with other operational staff. Interacts daily with other executive offices to coordinate assignments. Develops and coordinates the implementation of administrative projects/initiatives assignedby the Deputy Director or other executive staff.Performs other duties as assigned or required to maintain efficient and accurate office operations.
Essential Job Functions:Provides administrative support as assigned by the TCCO Deputy Director.
Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Proofs correspondence, memos, technical documents, and forms for accuracy before submitting for signature/approval of the Deputy Director. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls.
Coordinates assigned meetings and conference calls as needed. Prepares handouts and other materials necessary for assigned meetings.
Updates working documents and processes. Assists in coordinating weekly, monthly and quarterly reports.
Draft responses for correspondence. Develop letters, memos, forms, spreadsheets and templates. Compile data to prepare complex reports as directed to include tracking and summarizing information.
Work directly with agency staff, other state agencies and the public to provide information regarding TCCO and its procedures in response to routine inquiries.
Assist in compiling records for Public Information Act requests.
Cross-trained to serve as backup for other administrative and operational staff. Other duties as assigned.
Knowledge Skills Abilities:Knowledge of accepted business practices and procedures. Knowledge of agency rules, regulations, policies and procedures.
Skilled in the use of standard office equipment such as copiers, cell phones, laptop, and software to include Microsoft Excel and Powerpoint. Skilled in time management and organization including the ability to prioritize multiple projects with competing deadlines.
Ability to handle high-level administrative issues , to use initiative to analyze and solve work-related communications. Ability to communicate effectively in writing and in person.
Registration or Licensure Requirements:Texas Driver's License
Initial Selection Criteria:Graduation from an accredited college or university with a bachelor's degree in business administration or related field is preferred. Three or more years experience in providing advanced administrative office support. Education and experience may be substituted for one another.
Additional Information:This position is assigned to and works in TCCO's Austin office and is not a remote position.
MOS Code:42A, 0100, 0111,3F5X1,8A200
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS