Chief Information Officer – Executive Assistant
Chief Information Officer – Executive Assistant
Date: Dec 3, 2024
Location:
AUSTIN, TX
Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.
| Functional Title: Chief Information Officer – Executive Assistant | Job Title: Executive Assistant IV |
| Agency: Health & Human Services Comm | Department: CHIEF INFORMATION OFFICE |
| Posting Number: 1200 | Closing Date: 02/01/2025 |
| Posting Audience: Internal and External | Occupational Category: Computer and Mathematical |
| Salary Group: TEXAS-B-23 | Salary Range: $5,098.66 – $8,304.83 |
| Shift: Day | Additional Shift: Days (First) |
| Telework: | Travel: Up to 40% |
| Regular/Temporary: Regular | Full Time/Part Time: Full time |
| FLSA Exempt/Non-Exempt: Nonexempt | Facility Location: |
| Job Location City: AUSTIN | Job Location Address: 4601 W GUADALUPE ST |
| Other Locations: |
| MOS Codes:
0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,8A300,AZ,LS,LSS,MC,PERS,PS RP,SN,YN,YNS
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Brief Job Description:
Under direction of the Chief of Information Technology / Chief Information Officer (CIO) the Executive Assistant IV will perform senior-level administrative support with extensive latitude for the use of initiative and independent judgment. A sampling of duties included: maintaining multiple calendars, preparing, editing, and distributing correspondence, reports, forms, and documents; develops, coordinates, and maintains record-keeping and filing systems; responds to inquiries and interprets rules, regulations, policies, and procedures; assists in the development of efficient administrative processes. Works under moderate supervision with limited latitude for the use of initiative and independent judgment. In addition to the CIO will work closely with CIO’s Management Analyst IV to support Deputy CIOs and other leadership as needed.
Essential Job Functions (EJFs):
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Coordinates complex meetings with up to 30 attendees ranging from Deputy Executive Commissioners to various HHS and DSHS staff. Coordinates conference rooms and travel arrangements. Establishes meeting agendas, scribes meeting notes (documenting meeting decisions to produce Open Records) and tracks numerous action items. (20%)
Coordinates projects, major assignments, and requests from CIO office. Follow up with team members to ensure closure on action items. Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, status updates, presentations, agendas, and special reports submitted. Ensures all tasks/projects assigned are dealt with in a timely manner, meeting all deadlines, and obtaining all approvals as needed. (20%)
On an ongoing basis, develops and maintains monthly reports including updates for DSHS and all HHS agencies on high visibility information technology projects. Interprets policy and procedures for developing IT policies. (20%)
Provides general staff services functions such as:
– Assists with managing CIO calendar, to include updating meeting invitations, maintaining meeting distribution list current, coordinates with HHS and DSHS program areas regarding ad-hoc meeting requests, and/or other IT related questions and requests
– Coordinates procurements/purchase requests
– determines staff needs, research available solutions, provides expert advice to management on best procurement method, prepares paperwork for procurements, and
– Coordinates miscellaneous tasks to benefit the CIO Office. Plans and coordinates special and administrative assignments and programs, such as annual inventory reconciliation. Participates in the development of office procedures, including writing, disseminating, and revising IT management policies such as how to handle departing employees’ electronic files and document approval workflows. (20%)
Drafts job postings, screens applications, plans interviews, administers in basket exercises, secures system access, and facilitates exit activities. Tracks compliance with HR policies such as evaluation currency and required training. (10%)
Acts as liaison to other program staff to include DSHS and other agencies or HHS divisions concerning programs and initiatives being managed by the office. Provides input, technical assistance, and guidance to staff (internal, DSHS and other HHS divisions) in the development and implementation of activities and initiatives. Interacts regularly with other HHS executive staff offices to coordinate assignments. Develops and coordinates the implementation of assigned administrative and projects/initiatives. (10%)
Knowledge, Skills and Abilities (KSAs):
Knowledge of state government structure and functioning.
Knowledge of human resources policies and procedures.
Knowledge of recruiting processes and procedures.
Knowledge of procurement processes and procedures.
Skill in project management and time management.
Skill in building and maintaining effective working relationships, exercising professional judgment, tact, discretion, and diplomacy.
Skill in managing multiple and competing priorities and devise solutions to administrative problems.
Skill in independently prioritizing, planning, coordinating, and organizing multiple tasks simultaneously and quickly adapting to changes and timeframes.
Intermediate skill in the use of computers and office productivity software (Microsoft Office suite including Word, Excel, PowerPoint, Visio, Outlook calendars and tasks, and SharePoint).
Ability to effectively communicate, verbally and in writing, with team members, stakeholders and executive leadership, including ability to tailor communication to audience to achieve desired results.
Ability to coordinate meetings among groups of varying sizes and levels of staff.
Ability to develop and maintain excellent working relationships with all levels of staff, stakeholders, and outside entities.
Ability to work collaboratively with peers and to develop consensus.
Ability to use initiative and independent judgment within established policies and procedural guidelines.
Ability to perform work with a high degree of attention to detail.
Ability to maintain the highest level of confidentiality.
Registrations, Licensure Requirements or Certifications:
No licensure, certification, or registration required.
Initial Screening Criteria:
Graduation from an accredited four-year college or university preferred. High School Diploma or equivalent required. Experience in administration management in state government preferred. At least 2 years of experience as an assistant to a Director or Executive Level staff required; 4 years of experience as an assistant to a Director or Executive Level staff is preferred.
Additional Information:
**This will be a hybrid position with at least 1-2 days in the office.**
Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual.
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Active Duty, Military, Reservists, Guardsmen, and Veterans:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor’s Office – Job Descriptions.
ADA Accommodations:
In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.
Pre-Employment Checks and Work Eligibility:
Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form
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