Administrative Asst IV: This is a telework eligible position and can be filled from any city. Under the general supervision of the Director II, the administrative assistant IV prepares, interprets, and distributes information concerning SNAP-Ed programs and procedures, and provides complex technical assistance to the director and staff. Compiles and disseminates materials for special projects, ensuring associated staff are notified of needed data for related projects. Assists SNAP-Ed Supervisor, and Director with program scheduling and logistics. Screens, organizes, prioritizes, tracks assignments, required reports, and deliverables, along with alerting leadership of priorities and operational challenges that could impact the day to day operations or project timelines. Coordinates with SNAP-Ed and other CA staff for signature approvals on documents and reports. Develops, coordinates, and maintains unit-wide filing systems (paper/electronic) to track and document critical correspondence with employees, stakeholders, management and other relevant parties. Coordinates and tracks travel requests, vouchers, employee training, organizational schedules, and other critical documents and reports. Tracks travel vouchers to completion, monitors expenditures, and prepares any needed reporting. Promotes team and program culture and a positive work environment. Exhibits professional behavior when working with all levels of staff. Performs other duties as assigned or required to meet the goals of the department. Works under moderate supervision, with latitude for the use of initiative and independent judgment.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties assigned. (25%) Prepares and compiles information from various sources to convey status updates for assigned projects. Distributes materials, information & status reports. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word, Power Point, Excel, and other computer software.

(20%) Assist in compiling, researching, and interpreting data for publications and other documents. Maintains official hard copies and electronic files of correspondence in a standard format easily accessible to program staff. Develops, coordinates, and maintains the filing system and retrieves information; and adheres to the principles of confidential information.

(20%) Provides administrative support as assigned by the Director and Supervisor. Coordinates assigned meetings and conference calls as needed. Identifies resource constraints and manages schedules to ensure no scheduling conflicts and best possible use of time. Performs general office duties such as maintaining filing system and order and maintaining office supplies.

(15%) Assists with preparing and coordinating travel documents, purchase vouchers, invoices, requisitions, employee training, organizational schedules, interviews and interview packets, and other critical documents and reports.

(15%) Serves on applicable workgroups and plans, coordinates and promotes staff satisfaction and engagement to promote a positive work culture.

(5%) Other duties as assigned may include supporting and assisting in work to maintain continuity of operations (COOP) 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:

Coordinating projects and assignments

Organizational travel and records retention policies and procedures

Related local, state, and federal laws and regulations and administrative policies and procedures

Skill in:

Effective oral and written communication

Identifying problems, evaluating alternatives, and implementing solutions

Working collaboratively and cooperatively with diverse groups

Organizing, managing, and prioritizing tasks, schedules, projects and reports

Using technology, such as MS Office including Excel, MS Outlook, Outlook calendar, Internet research, Adobe Pro, Sharepoint, databases

Ability to:

Monitor project progress and track milestones

Demonstrate discretion and maintain confidentiality

Exercise sound judgment in making critical decisions

Analyze project-related information and develop plans to address identified issues

Work independently and take initiative when needed in order to gather information from a variety of sources

Think creatively and support creative thinking in others

Establish goals and objectives

Foster a positive work environment

Prepare and maintain records, files, and reports

Communicate effectively, both verbally and in writing

Assign, delegate and coordinate work assignments of others

Proofread and edit for grammatical content

Prioritize and plan assignments, and handle multiple projects in a fast paced environment

Work effectively under pressure

Establish and maintain positive and effective working relationships with staff at all levels of the organization, and internal and external stakeholders

Understand, interpret and apply department and agency rules, regulations, policies, procedures

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Two (2) years of customer service experience, assisting people in person and by phone
Two (2) years of experience in office management and/or in advanced administrative support work
Experience with the use of Microsoft Office applications
High school graduate or equivalent

Preferred Criteria:

Experience working for the State of Texas

Additional Information:
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud overpayment with an outstanding balance must agree to repay the overpayment balance as a condition of employment.
The Texas Health and Human Services Commission is committed to hiring veterans and creating a work environment that values and retains the skills that service members bring to the job. A veteran is an individual who has served in *the Army, Navy, Air Force, Coast Guard, or Marine Corps of the United States or the United States Public Health Service under 42 U.S.C. Section 201 et seq., as amended; *the Texas military forces as defined by Section 437.001 of Texas Government Code; or *an auxiliary service of one of those branches of the armed forces; and *has been honorably discharged from the branch of the service in which the person served.
For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/Job Descriptions.aspx. VETERANS: Use your military skills to qualify for this position or other jobs! Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications, and skill sets. Also, you can compare this position to military occupations (MOS) at the Texas State Auditor’s Office by pasting this link into your browser: http://www.hr.sao.state.tx.us/Compensation/Job Descriptions.aspx. For more information on military occupational specialty codes, see the Military Crosswalk Guide.

MOS Code:
741X, 0102, 0170, 0100, 0111, 01, 3A

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.

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