Dept of State Health Services
Chief of Staff Executive Assistant
Dept of State Health Services, Austin, Texas, us, 78716
Job Description:The Chief of Staff Executive Assistant provides executive level support to the Chief of Staff Division leaders, including the Center for External Relations and the Center for System Coordination and Innovation. This position is located in Austin, Texas and the selected candidate will be required to work in-office during core business hours Monday through Friday from 8:00AM to 5:00PM, with flexibility for overtime during peak workloads and during legislative session.
Primary Responsibilities:• Manages calendars for division leaders, answers calls, and coordinates and schedules meetings and/or conference calls, both virtually and in-person.• Prepares and coordinates travel arrangements for division staff through the agency's travel system.• Assists with division purchasing activities and maintains documentation for purchases.• Provides backup assistance to the DSHS Commissioner and/or Deputy Commissioner's Executive Assistant as requested.
This position will work closely with executives and their staff. Excellent communication skills and interpersonal skills are essential. Candidates must be flexible, dependable, and accountable to support division leaders and adjust to changing priorities. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact.
Essential Job Functions:(30%) Maintains calendars, identifies potential scheduling conflicts, and coordinates and prioritizes appointments, meetings, and conference calls for division leaders. Organizes and prepares for meetings, including preparing daily meeting materials in advance, keeping files organized, preparing handouts and other materials, and attending to logistics of meetings.
(35%) Provides executive-level administrative assistance to division leaders and coordinates assignments with other executive offices. Evaluates and determines priority matters and alerts appropriate division leader. May direct the flow of assignments, requests, and critical information to the appropriate staff and/or program area. Manages action items for division leaders to ensure timely approval of contracts, reports, correspondence, etc. Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail and other administrative documents and processes all documents in a timely, efficient, and confidential manner.
(20%) Assists the Staff Services Officer with tracking division purchasing activities, manages requests/deliveries, and maintains support files for purchases to ensure correct accounting information. Prepares and coordinates travel arrangements for division staff through the agency's travel system, tracks requests through final approval or denial, and provides technical advice and assistance to division personnel in administrative policy and procedure matters. Assists with the new hire onboarding process to include completion of paperwork, scanning and storing electronic version in a shared drive folder, submitting IT tickets to request laptop, badge, and network access for division new hires.
(10%) Serves as the Records Retention Coordinator and Open Records Coordinator for the Division. Ensures that staff are aware of, and adheres to, the records retention policy guidelines. Assigns request to the appropriate program area and that responses are submitted to the agency coordinator within the required timeframe. Provides back-up assistance to the Commissioner/Deputy Commissioner executive assistant and other Executive Assistants as requested.
(5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations. (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:Knowledge of administrative procedures and office management principles and practices, procurement processes and procedures, and state policy related to in- and out-of-state travel.
Skill in problem solving, conflict resolution, and the operation of computers and software (e.g., Outlook, Word, Excel, and PowerPoint, Visio and SharePoint).
Ability to maintain confidentiality, provide guidance to others, perform work with a high degree of attention to detail, and take initiative to improve processes, respond to urgent issues.
Registration or Licensure Requirements:None Required.
Initial Selection Criteria:1. Minimum of 5 years of work experience providing support to a senior level or C-suite/C-level executive.2. Minimum of 5 years of work experience using Microsoft Outlook to manage calendars and schedules.3. Experience making travel arrangements and obtaining travel reimbursements.4. Experience purchasing supplies, goods, and/or services.5. Experience (intermediate or advanced level) with Microsoft Word, Excel, and PowerPoint.
Additional Information:Candidates invited to the first-round interview will be required to complete a writing and Excel skills test as part of the interview process.
Salary Note: Final salary will be determined by the candidate's qualifications, program budget, and must comply with agency policy.
MOS Code:Applicable MOS Codes include 42A, YN, 0111, 3A1X1. For more information, please visit the Texas State Auditor's Office website.
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
Primary Responsibilities:• Manages calendars for division leaders, answers calls, and coordinates and schedules meetings and/or conference calls, both virtually and in-person.• Prepares and coordinates travel arrangements for division staff through the agency's travel system.• Assists with division purchasing activities and maintains documentation for purchases.• Provides backup assistance to the DSHS Commissioner and/or Deputy Commissioner's Executive Assistant as requested.
This position will work closely with executives and their staff. Excellent communication skills and interpersonal skills are essential. Candidates must be flexible, dependable, and accountable to support division leaders and adjust to changing priorities. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact.
Essential Job Functions:(30%) Maintains calendars, identifies potential scheduling conflicts, and coordinates and prioritizes appointments, meetings, and conference calls for division leaders. Organizes and prepares for meetings, including preparing daily meeting materials in advance, keeping files organized, preparing handouts and other materials, and attending to logistics of meetings.
(35%) Provides executive-level administrative assistance to division leaders and coordinates assignments with other executive offices. Evaluates and determines priority matters and alerts appropriate division leader. May direct the flow of assignments, requests, and critical information to the appropriate staff and/or program area. Manages action items for division leaders to ensure timely approval of contracts, reports, correspondence, etc. Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail and other administrative documents and processes all documents in a timely, efficient, and confidential manner.
(20%) Assists the Staff Services Officer with tracking division purchasing activities, manages requests/deliveries, and maintains support files for purchases to ensure correct accounting information. Prepares and coordinates travel arrangements for division staff through the agency's travel system, tracks requests through final approval or denial, and provides technical advice and assistance to division personnel in administrative policy and procedure matters. Assists with the new hire onboarding process to include completion of paperwork, scanning and storing electronic version in a shared drive folder, submitting IT tickets to request laptop, badge, and network access for division new hires.
(10%) Serves as the Records Retention Coordinator and Open Records Coordinator for the Division. Ensures that staff are aware of, and adheres to, the records retention policy guidelines. Assigns request to the appropriate program area and that responses are submitted to the agency coordinator within the required timeframe. Provides back-up assistance to the Commissioner/Deputy Commissioner executive assistant and other Executive Assistants as requested.
(5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations. (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:Knowledge of administrative procedures and office management principles and practices, procurement processes and procedures, and state policy related to in- and out-of-state travel.
Skill in problem solving, conflict resolution, and the operation of computers and software (e.g., Outlook, Word, Excel, and PowerPoint, Visio and SharePoint).
Ability to maintain confidentiality, provide guidance to others, perform work with a high degree of attention to detail, and take initiative to improve processes, respond to urgent issues.
Registration or Licensure Requirements:None Required.
Initial Selection Criteria:1. Minimum of 5 years of work experience providing support to a senior level or C-suite/C-level executive.2. Minimum of 5 years of work experience using Microsoft Outlook to manage calendars and schedules.3. Experience making travel arrangements and obtaining travel reimbursements.4. Experience purchasing supplies, goods, and/or services.5. Experience (intermediate or advanced level) with Microsoft Word, Excel, and PowerPoint.
Additional Information:Candidates invited to the first-round interview will be required to complete a writing and Excel skills test as part of the interview process.
Salary Note: Final salary will be determined by the candidate's qualifications, program budget, and must comply with agency policy.
MOS Code:Applicable MOS Codes include 42A, YN, 0111, 3A1X1. For more information, please visit the Texas State Auditor's Office website.
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