Executive Assistant

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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JOB DESCRIPTION:

The Executive Assistant (EA) position offers a dynamic opportunity to support the Deputy Commissioner (DC) and Associate Deputy Commissioner (ADC) for the Infectious Prevention Disease (IDP) Division. This positions coordinates and manages scheduling, tracking assignments, and ensuring seamless communication for the DC and ADC. Additionally, this role emphasizes building strong working relationships with internal and external stakeholders, including the DSHS Executive Team. When needed, the EA will serve as back-up to the Staff Service Officer V in their absence. This position will gain valuable experience in leadership support, confidentiality management, and independent decision-making. The EA fosters growth through hands-on responsibilities and allows the development of key organizational and interpersonal skills in a collaborative and independent work enviornment.

ESSENTIAL JOB FUNCTIONS:

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

(25%) Compile and review submissions for Deputy Commissioner (DC) and the Associate Deputy Commissioner’s (ADC) approval. Maintain a comprehensive electronic and paper files/records system. Prepares reports and documents as needed utilizing Microsoft Word, Forms, Excel, Visio, PowerPoint, and SharePoint. Coordinates, monitors, and tracks all division assignments, legislative reports, and memoranda for the Commissioner; Anticipate the Deputy Commissioner’s needs for all meetings by creating detailed materials containing all essential information.

(25%) 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 DC. Maintain calendar, binder, and signature items for the DC and ADC.

(20%) Assists with tracking and processing of in-state/out-of-state travel and maintenance requests. Submit requisitions for office supplies, software, and trainings on behalf of the office. Organize and schedule job interviews, prepare necessary materials for hiring managers, and ensure a smooth process to support efficient and effective hiring decisions.

(15%) 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.

(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. Ensures that staff complete the proper form when requesting information prior to the release of data. Serves as the backup 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.

(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 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 maintain confidential information.

Ability to prioritize and complete multiple tasks within tight deadlines.

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 work independently and under limited supervision.

Ability to work cooperatively in a team environment.

REGISTRTION, LICENSURE REQUIREMENTS OR CERTIFICATIONS:

None.

INITIAL SCREENING CRITERIA:

• Experience with senior level administrative support or office management, is preferred.
• Experience scheduling, coordinating meetings, and managing daily calendars for executives, is preferred.
• Experience with records management, is preferred.
• Experience with Microsoft Office Suite.
• High-school diploma required.

ADDITIONAL INFORMATION: Must be legally authorized to work in the U.S. without sponsorship. Applicants selected for an interview will be required to complete an in-basket exercise. The position in not a telework or remote position. The Executive Assistant is required to be in the Austin office full-time.

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