New Job Executive Assistant In Texas

Executive Assistant
Executive Assistant

Executive Assistant

Company : Health & Human Services Comm
Salary : $4,023 - $5,723 a month
Location : Texas

Full Description

Executive Assistant to the Deputy Executive Commissioner for System Support Services -

Under the direction of the System Support Services Deputy Executive Commissioner (SSS DEC), the executive assistant provides highly advanced professional, technical, and administrative support. Work involves high level, responsible professional and administrative support as it relates to the agency's administrative operations. Serves as administrative liaison across the HHS System programs and operations staff, and coordinates activities to achieve organizational objectives.

The executive assistant serves as point of contact for the SSS DEC coordinating activities and projects with other agencies and divisions of the HHS System. Assists SSS directors and their staff with various projects and activities coordinated out of the office of the SSS DEC. Prepares notices, correspondences, and various reports. Prioritizes workload, complies with deadlines, and works on multiple tasks with rapidly changing deadlines. Maintains professional working relationships with HHS staff and individuals served by HHS.

The executive assistant works under minimal supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions:
(35%) Ensures continuity of activities by coordinating meetings, tracking calendars, monitoring commitments, deadlines, and assignments for the SSS DEC. Receives visitors and serves as primary contact for telephone calls for the SSS DEC, exercising independent judgment in coordinating timely and professional responses for information.

(30%) Provides advanced professional assistance to the SSS DEC. Communicates information of administrative matters to agency executive offices, management, and agency staff. Responsible for the development and management of the day-to-day administrative operations of the office of the SSS DEC. Coordinates all travel arrangements for the SSS DEC.

(20%) Serves as the point of coordination on administrative and executive assignments for the SSS DEC.

(10%) Assists with the flow of the HHS System processes and related duties, ensuring compliance with agency guidelines.

(5%) Reviews and processes incoming mail and correspondence, monitors document and correspondence control systems and makes determinations of proper assignment for dissemination. Manages outgoing mail outs. Develops and prepares office correspondence, reports and memorandums. Organizes and maintains a large file tracking system.

Knowledge Skills Abilities:
Knowledge of generally accepted office procedures.
Knowledge of health and human services programs.

Skill in the use of Microsoft Office software programs.
Skill in preparing plans and reports.

Ability to effectively use a personal computer.
Ability to communicate effectively and to handle high level administrative issues and to assign work to others.
Ability to compose and produce executive level correspondence and other documents.
Ability to work independently and perform detail work.
Ability to maintain effective working relationships with others.
Ability to organize workloads.
Ability to set priorities and meet deadlines.
Ability to maintain confidentiality.
Ability to exercise tact and courtesy.
Ability to communicate orally and in writing.

Registration or Licensure Requirements:

Initial Selection Criteria:
Graduation from a four-year college or university with major coursework in business administration or a related field is generally preferred. Experience and education may be substituted for one another.

Experience with complex, executive level coordination and written communications.

Experience coordinating work between organizational units.
PC skills and experience using Word, Excel and MS Outlook.

Additional Information:
This position is eligible for a hybrid work schedule of telework and in office.

Selected candidate must have the ability to provide a personal home internet service and must have a home office location free from distractions that will provide the ability to ensure confidentiality of work product.

Position may require flexibility in work hours, including extended and overtime hours.

MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1.

Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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.