Executive Assistant II

Under the limited supervision of the Associate Commisioner, performs advanced (senior-level) professional assistance work for the Infectious Disease Prevention Division (IDPD). Coordinates and tracks all division assignments, legislative reports, and memoranda for the Commissioner to ensure timely submissions. Serves as the Records Retention and Open Records Coordinator for IDPD. Ensures that staff are aware of, and adheres to, all policy guidelines. Maintains positive and effective working relationships with internal and external customers. Serves as back-up to the Staff Service Officer V in their absence and also provides back-up to the Administrative and Executive Assistants within the division office. Maintains confidentiality of division and program information at all times. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(40%) Compile and review submission for Associate Commissioner (AC) approval and maintains files/records. Works with the Office of Academic Affairs to collect data for the Intern Report by semester. Prepares reports and documents as needed utilizing Microsoft Word, Excel, Access, PowerPoint, and SharePoint. Coordinates, monitors, and tracks all division assignments, legislative reports, and memoranda for the Commissioner; ensure that staff who receive assignments have quality instructions and tools enabling quality responses. Ensures completion within the designated timeframe. Communicates with Section Directors and Staff Services Officers by sending reminders and following up as necessary. Prepares and disseminates bi-weekly status reports.

(25%) Serves as the Open Records Coordinator for IDPD. Assigns requests to the appropriate Section Coordinator. Ensures that staff are aware of, and adheres to, all policy guidelines; and that responses are submitted to the agency coordinator within the required timeframe. Assist in making an initial determination about whether a particular request is subject to the Act and may consult with the agency coordinator and/or agency counsel.

(20%) Serves as the back up to the Staff Service Officer V by routing memos, correspondence, reports, and other time-sensitive items to appropriate staff for review. Ensures issues/inquiries requiring immediate action are appropriately addressed and refers more detailed response to appropriate staff for resolution. Edits final responses prior to submission to the AC. Serve as back up to the Administrative and Executive Assistants by answering main IDPD phone line, maintaining calendar, binder, and signature items for the AC. Assists with tracking and processing of out-of-state travel and maintenance requests.

(10%) Serves as Records Retention Coordinator and Data Disseminator for IDPD. Ensures that staff are aware of, and adheres to, the records retention policy guidelines. Maintains the Texas Inpatient Public Use Data Files (PUDF). Responsible for securing the Division’s copies of the disks and making additional copies for the Sections. Ensures that staff complete the proper form when requesting information prior to the release of data.

(5%) Other duties as assigned may include actively participating during a disaster response and/or recovery effort, serving in a supporting role during a disaster response and/or recovery effort, and assisting in work to maintain continuity of operations of the agency during a disaster response and/or recovery effort. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge Skills Abilities:
Knowledge of modern office practices and procedures.
Knowledge of DSHS and HHSC policies and procedures for travel.
Knowledge of records management development and coordination.
Knowledge of Open Records process and procedures.

Skill in the use of computers and programs such as Microsoft Outlook, Word, Excel, PowerPoint, Visio and/or SharePoint.
Skill in working in an office supporting several staff members.
Skill in scheduling and coordinating meetings.
Sill in developing and maintaining filling and record keeping systems.
Skill in calendar management.
Skill in effectively organizing, tracking, and developing written and electronic documents.

Ability to understand and interpret pertinent policies and procedures accurately and clearly.
Ability to communicate effectively orally and in writing.
Ability to organize, track and prioritize tasks.
Ability to deal effectively and courteously with staff and the public through telephone, email, and personal contact.
Ability to maintain confidential information.
Ability to work independently and under limited supervision.
Ability to work cooperatively in a team environment.
Ability to prioritize and complete multiple tasks within tight deadlines.

Registration or Licensure Requirements:
None

Initial Selection Criteria:

Three years’ minimum office practices and procedure experience

Two years’ experience scheduling and coordinating meetings.

Two years’ minimum calendar management experience

Two years’ minimum working with senior level management

Records management experience

Skilled with computers programs such as Microsoft outlook, word, excel and Visio.

Additional Information:
REMOTE WORK IS NOT AVAILABLE FOR THIS POSITION.
Must be legally authorized to work in the U.S. without sponsorship. Applicants selected for an interview may be required to complete an in-basket exercise.

MOS Code:
NONE

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.

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