Executive Assistant III

Job/Position DescriptionExecutive Assistant IIIThe Executive Assistant to the Director of Provider Finance (Executive Assistant III) performs highly advanced (senior-level) professional assistance work for the Director of Provider Finance. Work involves overseeing high-level administrative operations of the Provider Finance Department. The Executive Assistant answers and screens phone calls, takes messages, and sets up conference calls; manages calendars, meetings, and conferences, develops trip itineraries and presentation materials, and coordinates air and ground travel for the Director of Provider Finance and, as needed, for the Deputy Director of Provider Finance positions; and communicates objectives, tasks, and decisions to staff on behalf of the Director of Provider Finance. The Executive Assistant will provide assistance to senior department staff with general human resources management actions, and oversees the preparation of reports, correspondence, studies, forms, manuals, and publications. The Executive Assistant will work in collaboration with the Manager of Business Operations Support Services and the other departmental Administrative Assistants to coordinate administrative responsibilities, administrative practices, and to formulate policies. The position will report directly to the Manager of Business Operations. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgement. Essential Job Functions(10%) Answers and screens phone calls, takes messages, and sets up conference calls for the Director of Provider Finance.(35%) Manages calendars, meetings, and conferences, develops trip itineraries and presentation materials, and coordinates air and ground travel for the Director of Provider Finance and, as needed, for the Deputy Director of Provider Finance positions; prepares and submits travel vouchers electronically for the Directors, as needed.(10%) Oversees certain purchasing activities, including professional membership renewals, subscriptions services, contracts with consultants, and supplies. Assists with budget preparation and expenditure tracking for the department.(20%) Tracks and routes for approval by the Director of Provider Finance variance reports, correspondence, studies, forms, manuals, and publications; communicates objectives, tasks, and decisions to staff related to those documents on behalf of the Director of Provider Finance.(10%) Oversees general administrative office duties, including assisting senior department staff with general human resources management actions. Ensures department compliance with HHSC administrative and human resources policy and procedures.(10%) Provides backup administrative assistance to the Deputy Directors of Provider Finance and staff within PFD, as needed. Provides technical assistance as needed regarding office procedures and the preparation of documents.(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 recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Registrations, Licensure Requirements or CertificationsNAKnowledge Skills AbilitiesKnowledge of office management principles, practices, and standard clerical and administrative procedures.Knowledge of rules relating to confidential information and open records.Knowledge of S https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=619534 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.