Executive Assistant II

The Executive Assistant II works under the general supervision of the Civil Rights Director, System Support Services (SSS) at the Texas Health and Human Services Commission with moderate latitude for the use of initiative and independent judgment. The Executive Assistant II will perform highly complex professional assistance work for the Civil Rights Office (CRO) Director. Work involves coordinating a variety of high-level administrative operations including managing information and administrative services with administrative staff and employees of CRO. Provides technical guidance and advice on administrative matters to the CRO Director, leadership, and staff. Communicates administrative policies, procedures, standards, and methods. Interacts and communicates using professionalism, integrity, sound judgment, discretion, and confidentiality. Attends work on a regular and predictable schedule following agency leave policy.

Essential Job Functions:
EJF1. Performs advanced executive administrative duties on own initiative for the CRO Director and office, including preparing and coordinating schedules, managing calendars, meetings, agendas, events, unanticipated short-term projects, executive and leadership assignments, and all associated tasks with limited to no supervision. Attends and participates in leadership and staff meetings, documents meeting minutes including action items, and addresses action items proactively. Anticipates needs and provides appropriate support and implementation of tasks. Provides general administrative support to CRO leaders and staff. Applies knowledge of agency procedures and operations in determining the priority and performs tasks accordingly. Work involves coordinating or overseeing high-level administrative support. Coordinates tasks with the management and support of administrative staff as requested. Coordinates meetings or other activities between the CRO Director SSS leadership, executive leadership, and staff upon request; may include staff from other governmental agencies, as well as staff from private organizations. Writes, reviews, and proofs executive correspondence. Oversees and coordinates with the acquiring signatures of the Director, managers, Associate Commissioner, Deputy Executive Commissioner of SSS, and Chief Operating Officer of HHSC and coordinates assigned tasks with other executive and administrative staff within and outside CRO. Determines priority amongst incoming/outgoing correspondences. Provides technical assistance, and support, and takes actions on behalf of CRO Director and staff in the areas of purchasing, coordinating meetings, travel activities, events, activities, and all administrative duties following agency policies and procedures as needed. Independently researches policies, procedures, and training to advance knowledge and skills to benefit the work of CRO Director and areas. Supports the CRO Director by organizing, developing, coordinating, and maintaining administrative records, and filing system and provides documentation to CRO. Develops, coordinates, and maintains personnel and program data records and filing systems. Coordinates critical file maintenance, support, and record-keeping. Acts as liaison between internal/external stakeholders and the CRO Director. Communicates verbally and in writing for information regarding the CRO Director. Performs related work as assigned. 30%
EJF2. Coordinates training, meetings, conferences, securing locations, scheduling, staff/attendees travel, and meeting materials including talking points, PowerPoints, and Excel spreadsheets. Develops and maintains office SharePoint website. Maintains CRO Microsoft TEAMS channel. Coordinates interview processes including scheduling, reference checks, preparing candidates for the interview process, and onboarding. May assist in researching, and compiling materials for training, presentations, and reports for the office. May research meeting information data, designs, and/or edits publications, including but not limited to CRO manuals, forms, and newsletters. Makes travel arrangements and prepares and reviews necessary travel forms. Process travel vouchers and/or enter them into the travel system. May assist in preparing, editing, formatting, and distributing the reports and documents. May assist with composing, designing, or editing publications, presentations, and other reports. May assist with compiling data for charts, graphs, and summaries. 30%
EJF3. This position may serve as a backup for general HR-related functions/assignments in the Compliance, Operations, or Deputy areas to include Planning and coordinating a wide variety of projects/ assignments across the office. Assists in liaising with CRO staff regarding assignments and special projects. Handles highly confidential information. May assign and monitor the work of the administrative staff and provide oversight of various activities. May provide technical guidance, training, and advice on administrative matters to the CRO Administrative staff, area managers, directors, or specialists. May coordinate administrative assignments, serve on workgroups, assist teams with administrative tasks, and other administrative matters within the Program. 20%
EJF4. Maintains and orders inventory of office supplies, equipment, and other resources; collects, researches, and may contact vendor for quotes; maintain records for purchasing; tracks all purchasing activities while adhering to the policies and procedures in coordination with CRO Director. May purchase equipment and software. May maintain the inventory of forms and publications; submits necessary documents to HHS Printing Services of forms and publications; may be asked to request quotes for new publications. Performs general human resources work and other related work as assigned, including tracking all required training certifications. May aid the CRO Director with general human resource management actions. Monitoring agency administrative policies and advising of any changes. Ensures direct support reports are submitted promptly and provide review editing as needed. Develops CRO reports for CRO Director, collecting data and information from all CR areas, ensuring reports are accurate and current. May aid administrative staff during absences. May perform receptionist duties for CRO and other System Support Services areas as requested for administrative coverage. Provides CRO information via Teams, telephone, mail, fax, and electronic mail as requested. Duties include data entry and activities including compiling and editing data, preparing technical reports, maintaining the database, shared folders, and filing system, routing incoming calls, taking messages, greeting visitors, directing visitors, and notifying staff of visitor arrival. Collects and distributes incoming mail and maintains and updates mailing lists. 15%
EJF5. Other duties as assigned include but are 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. 5%

Knowledge Skills Abilities:
Knowledge of office management principles and practices and administrative procedures.
Knowledge of policies, procedures, and processes required within an organization.
Knowledge of rules, regulations, and laws affecting an organization.
Knowledge of accepted business practices and procedures; applicable rules, regulations, and policies; and related legislative and legal practices and procedures that impact the agency's mission.
Knowledge and ability to handle and disseminate confidential information appropriately.

Skill in communicating effectively both verbally and in writing.
Skill in grammar, punctuation, and professional writing styles.
Skill in using computers and related equipment, including using Microsoft 365 or equivalent to include Word, Excel, OneDrive, Outlook, PowerPoint, and Microsoft Teams.

Ability to organize, prioritize assignments, develop work plans, coordinates administrative assignments, and adheres to strict deadlines.
Ability to interpret policies and procedures and to come to reasonable conclusions.
Ability to make decisions and take initiative.
Ability to research information needed to enhance job duties.
Ability to work independently with minimal supervision.
Ability to be proactive in approach to daily work activities.
Ability to build and maintain effective working relationships.
Ability to handle high-level administrative issues, analyze and solve work-related problems, communicate effectively, and support the work of others.
Ability to coordinate with other staff, departments, officials, agencies, organizations, and the public.
Ability to prepare concise reports, summaries, documents, and other publications.
Ability to proactively analyze and solve work problems.
Ability to work effectively in a high-paced environment of change.
Ability to prepare purchase requisitions, purchase vouchers, and travel documents.
Ability to accurately type a minimum of 40 words per minute.

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Experience providing administrative support to senior leadership and staff.
Experience providing administrative support and coordination in a fast-paced area and working collaboratively with administrative support staff and management.

Additional Information:
Requisition# 560405

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 online application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need an accommodation to participate in the interview process, please notify the person scheduling the interview.

MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but are not limited to 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx

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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.