Texas Health and Human Services

Job Description: Executive Assistant II The Executive Assistant II is selected by and reports directly to the Associate Commissioner (AC) for the Contract Management Support Services and the Director of HUB in the Procurement and Contracting Services (PCS) Division Performs highly advanced professional and confidential administrative assistance work. The Executive Assistant works under limited supervision with latitude for the use of initiative and independent judgment. Duties include: Provides complex professional administrative functions and acts as a point of contact for the AC for CMS and HUB Director and as a liaison with other senior management staff. Interacts daily with other executive offices to coordinate assignments. Develops and coordinates the implementation of administrative projects/initiatives assigned by the Director, AC or other executive staff. Performs other duties as assigned or required to maintain efficient and accurate office operations. Essential Job Functions: Essential Job Functions: EJF 1. (Assignment related) Provides timely professional administrative functions for the AC. Acts as a point of contact for the CMS AC and HUB Director and a liaison with other senior management staff. Interacts daily with other executive offices to coordinate assignments. Directs the flow of Associate Commissioner and HUB assignments, requests and critical information to the appropriate staff and program area. Drafts responses (memos, letters, and emails) to routine inquires to be approved by the AC. Reviews, edits, and finalizes documents (letters, briefing papers, memos) prepared for the AC’s and Directors’ signature, ensuring that the documents adhere to established HHSC guidelines for correspondence. Accurately composes, designs, and types documents, correspondence, forms, org charts, and reports, utilizing a variety of software applications (e.g., Microsoft Office, Visio, MS Project, PowerPoint, Publisher, Excel, Access). EJF 2. (Calendar Management) On a timely basis, accurately schedules, coordinates, and maintains the AC’s and Director’s calendar and appointments with executive level staff, program staff, coordinating departments, state and federal agencies and external entities requesting appointments. Schedules meetings for CMS and HUB staff. May develop and prepare meeting agendas, attends meetings, records and transcribes meeting minutes as needed and within agreed upon deadlines. May involve a variety of special duties or tasks, which will be evaluated at the discretion of the AC and Director. Also conducts review of recurring meetings to determine if scheduling changes might be needed to ensure the maximum attendance. Reviews calendar daily to resolve any appointment conflicts in consultation with the AC and Director. Meets as necessary with the AC and Director to review calendar appointments covering monthly periods. EJF 3. (Communication) Coordinates the AC’s and Director’s communication and communicates with other senior staff within the PCS, HHSC executives, Legislative offices, HHS system agency staff, and individuals and organizations external to HHSC. Receives AC’s and Director’s incoming telephone calls, screens calls according to guidance, and responds to customer inquiries and/or allocates calls to the appropriate staff member. Educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports. May assist the AC in addressing confidential human resource issues. EJF 4. (Travel) Makes appropriate travel arrangements for the CMS and HUB division staff and may assist with travel for other PCS executive management. Completes travel reimbursement, review for accuracy and submits for payment to travel department once information and receipts have been provided and sufficient reimbursement dollars are evident. Ensures that itinerary has been placed on the appropriate travelers calendar and provides the necessary travel materials (maps, hotel, phone numbers, confirmation numbers, etc.) to ensure a successful trip. EJF 5. (Mail) Handles mail received in the same day of receipt. Reviews, prioritizes and accurately makes assignments to address all incoming correspondence for the AC and Director. EJF 6. (File) Maintains daily office organization. Implements document management including technical planning, preparing, and/or overseeing of the development of reports and documents. Also reviews, edits, routes, and files documents for the AC and Director. Develops and maintains filing system. Follows retention schedule and updates the schedule as needed annually. Establishes and implements a tracking system to ensure timely completion of AC and Director assignments. Conducts daily review to ensure assignments are current. Timely escalates problems for resolution. Assists the AC and Director with document organization and filing for easy and efficient retrieval. EJF 7. (Other) Develops and coordinates the implementation of administrative and projects/initiatives assigned by the AC, director or executive staff. Assesses and defines areas of administrative or office operations within the AC’S and Director’s office that need improvement. Develops a plan and a strategy for gathering input from key staff regarding an approach to address the problem/issue, which needs to be addressed. Outlines a plan for implementation of the project and work. Implements and completes projects and work in a timely fashion. Serves on administrative workgroups as assigned. Compiles division management reports and reviews for content, format and accuracy. Knowledge Skills Abilities: Knowledge Skills Abilities: Knowledge of State of Texas policies and procedures. Knowledge of executive office operations. Skill in developing, writing and editing documents. Skill in review of detailed documents. Skill in organization and prioritization. Skill in analyzing and evaluating complex administrative issues. Skill in the use of computer and related equipment, including the use of Microsoft Office Suite, specifically Outlook, or equivalent to include word processing, spreadsheet, database, or presentation software programs. Ability to develop creative and workable solutions to complex problems and issues. Ability to communicate effectively both orally and in writing. Ability to coordinate with other staff, departments, officials, agencies, organizations, and the public. Registration or Licensure Requirements: N/A Initial Selection Criteria: At least five years of experience in advanced, executive level administrative support work. Experience in responding to inquiries from internal and external stakeholders, such as legislators and Executive Management or something similar. To Apply, Click This Link: Executive Assistant II- 530534