Administrative Assistant IV

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

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Brief Job Description:

Under the direction of the Tobacco, Asthma, and Cancer (TAC) Branch Manager, the Administrative Assistant IV performs complex technical and administrative duties to support the programs within the TAC Branch. Provides assistance and support to the TAC Branch Manager and staff with the daily business operations. Work involves preparing, editing, and distributing correspondence, reports, forms, and documents; proofreading; and compiling data, including calculations. Manages and maintains schedules, coordinates meetings and other Branch staff recognition events. Prepares and enters travel authorizations and reimbursements. Prepares and enters purchases from multiple sources and any requisitions as well as tracks invoices. Responsible for and facilitates staff transitions, including reserving and preparing workstations for in-office days. Collects and orders supplies and equipment. May coordinate meetings and take minutes for TAC Branch meetings. Assists the TAC Branch Manager in budget preparation and tracking. Works under limited supervision with moderate latitude for the use of initiative and independent judgment. Due to the work of the TAC Branch, the person filling this position must not use tobacco products (combustible or non-combustible), including e-cigarettes/electronic nicotine delivery devices.

Essential Job Functions (EJFs):

(25%) Responsible for the daily business operations of the TAC Branch. Provides complex administrative support to TAC Branch staff. Composes, edits, and distributes routine and special correspondence. Prepares reports, forms, faxes, and other documents. Coordinates TAC Branch monthly updates for the Health Promotion and Chronic Disease Prevention (HPCDP) Section’s staff phone list, open records requests, telework schedules, and organization chart assignments. Coordinates the flow of administrative and operational documents for internal approval. Researches and compiles data, including calculations. Responsibilities include proofreading, photocopying, scanning, and faxing. Manages and maintains TAC Branch schedules, coordinates meetings, and other Branch staff recognition events. Reserves meeting rooms, sets up telephone conference calls and teleconferences, compiles meeting materials, and takes meeting minutes. Responsible for and facilitates staff transitions, including reserving and preparing workstations for in-office days. Oversees TAC Branch inventory and storage as well as coordinates inventory tracking with the HPCDP Section inventory lead. Handles correspondence from members of the public.

(20%) Responsible for TAC Branch purchasing activities, including but not limited to office supplies, conference registrations, program-related memberships, and event space. Coordinates, prepares, and submits financial documents on behalf of the TAC Branch and staff, including tracking and entering requisitions. Responsible for entering all TAC Branch approved contract invoices into the HPCDP Section’s invoice tracking tool. Ensures TAC Branch staff are routinely updating program-specific invoice and deliverable tracking documents.

(20%) Responsible for all TAC Branch travel activities. Prepares and drafts travel authorizations and sends to staff for review prior to routing for approval. Enters and submits approved travel authorizations into the eTravel system. Works with staff to prepare, enter, and submit travel reimbursements in the eTravel system. Tracks travel expenditures and compares actuals with original budget estimates. Keeps TAC Branch Manager informed of travel expenditures and provides cost estimate recommendations for subsequent grant budget cycles. Coordinates with the TAC Branch Manager to prepare the annual out of state travel forecast.

(15%) Directly assists the TAC Branch Manager. Assists in maintaining the TAC Branch Manager’s calendar and schedule. Coordinates and schedules meetings with internal and external stakeholders. Assists the TAC Branch Manager in the hiring process by setting up candidate interviews and coordinating pre- and post-interview requirements. Assists the TAC Branch Manager with the coordination of Chronic Disease Unit, HPCDP Section, and Community Health Improvement (CHI) Division assignments to staff. Ensures the continuity of assignments in the absence of the TAC Branch Manager. Assists the TAC Branch Manager in tracking the status of contract renewals and new contracts. Assists the TAC Branch Manager in budget preparation and tracking.

(15%) Develops and implements administrative and operational policies and procedures for the TAC Branch. Ensures that administrative and operational functions are in line with HPCDP Section, CHI Division, and department policies.

(5%) Performs other duties as assigned, including but not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. To perform these job duties, this position may require working the extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

• Business English, spelling, grammar, and punctuation.
• Office management principles, practices, policies, and procedures.
• Purchasing, requisition, and expenditure tracking practices.

Skill in:

• The use of Microsoft software including Word, Excel, PowerPoint, SharePoint, and Teams.
• The use of general office equipment.
• Composing, editing, and preparing correspondence, reports, forms, and documents as well as proofreading written information.
• Completing assignments and projects accurately and with attention to detail.
• Organizing office record keeping and filing systems.
• Communicating with the public in a timely manner.
• Researching, analyzing, and compiling information and preparing calculations for reports.

Ability to:

• Establish and maintain effective working relationships.
• Research department policies and other information, implement administrative policies and procedures, and communicate information.
• Handle correspondence from the public and communicate effectively both verbally and in writing.
• Prioritize tasks and assignments to meet deadlines.
• Work in a fast-paced environment with competing deadlines.
• Interpret rules, regulations, policies, and procedures.
• Make complicated travel arrangements and keep accurate records of travel-related costs.
• Track expenditures from a variety of sources.
• Work independently or within a team setting depending on the project.
• Work on assignments and projects independently and with limited supervision.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Graduation from high school or equivalent required. Graduation from an accredited four-year college or university preferred. At least two years of experience performing administrative or operational support preferred.

Additional Information:

Information on the application must clearly state how the applicant meets initial selection criteria to be interviewed. An in-basket activity will be required at time of interview.

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 for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form