Executive Assistant I

Job/Position DescriptionUnder the supervision of the Office of Medical Director of the Community Health Improvement (CHI) Division and general direction of the Executive Assistant II, this position performs advanced professional administrative assistance work for the Medical Director and supports the Newborn Screening Clinical Care Coordination Unit and the Federally Qualified Health Center (FQHC) program under the Medical Director. Assists, reviews, coordinates, and tracks assignments and inquiries for the Medical Director. Provides high-level administrative assistance and support to section director and other staff within the section. Provides technical advice and assistance to administrative staff within the section. Schedules, coordinates, and prioritizes internal and external appointments and meetings for the Medical Director. Coordinates assigned meetings and conference calls as needed. Monitors Medical Directorand#146;s email and maintains calendar in Microsoft Outlook. Ensures calendar is updated and identifies potential scheduling conflicts. Coordinates travel arrangements and purchasing as needed. Prepares and coordinates correspondence and reports. Handles requisition purchases for the Medical Director and staff as needed. Work is performed under minimal direction with considerable latitude for use of initiative and independent judgment. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agencyand#146;s mission critical reporting requirements.Essential Job Functions(35%) In coordination with the medical director, responds to requests for information, evaluates requests and inquiries to determine priority matters and alerts the director accordingly. Assists, reviews, coordinates, and tracks assignments and inquiries. Prepares correspondence, forms, meeting agendas, and organizational charts using Microsoft Office Suite (Visio). Proofs all correspondence for accuracy before routing for the directorand#146;s approval. Provides technical guidance and advice on administrative policies, procedures, standards, and other matters to Medical Director and staff. Provides executive support to the medical director. Schedules, coordinates, and prioritizes internal and external appointments and meetings for the medical director. Coordinates assigned meetings and conference calls as needed. Monitors medical directorand#146;s email and maintains calendar in Microsoft Outlook. Ensures calendar is updated and identifies potential scheduling conflicts. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the medical director and other staff members. Compiles and submits Open Records and Public Information Act Request reports within the allotted timeframe. Completes Community Health Improvement Divisionand#146;s assignments in a timely and accurate manner. (25%) Completes purchase requisitions and processes invoices for payment. Follow up with appropriate staff within the agency regarding the requisitions and invoices and troubleshoot if any issues occur. Coordinates travel arrangements and purchasing as needed. Enter travel request approvals and claims on behalf of the medical director and other staff for reimbursement as needed. Coordinates travel arrangements and hotel reservations for section director as needed. Updating travel spreadsheet on a monthly basis. Prepares and submits travel vouchers for reimbursement. (20%) Works with Division Staff Services Officer to assist in coordinating https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=621316 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.