WIC Executive Assistant I

Texas Health & Human Services Commission Austin, TX
In the Special Supplemental Nutrition Program for Women, Infants and Children (WIC) and under the general supervision of the Business Support and Operations (BSO) and Program Services (PS) Directors, coordinates administrative activities of the Units. Maintains calendars and schedules group and individual meetings. Screens content of correspondence and emails and maintains a suspense file for follow-up, due dates and deadlines. Screens, organizes, prioritizes and tracks projects and approvals. Coordinates with Unit staff, Branch staff, WIC Directors and Section office for signature approvals on documents. Acts as backup to lead assistant and other administrative staff. Plans, schedules and coordinates interviews as well as assists with onboarding and general orientation to the program. Helps to plan and coordinate WIC functions and team building events. Provides back-up administrative support to other WIC management as needed. Coordinates and conducts special projects and independent assignments. Works under moderate supervision, with significant latitude for the use of initiative and independent judgmentEssential Job Functions:

(35%) Provides administrative support as assigned by the WIC Directors. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Proofs correspondence, memos, technical documents, and forms for completeness and accuracy before submitting for signature/approval of WIC Directors. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of Directors.(25%) Evaluates requests and inquiries to determine which are priority matters and alerts the Directors accordingly. Monitors and maintains the Director's calendars in Microsoft Outlook. Ensures calendars are updated and identifies potential scheduling conflicts. Keeps Directors informed of pending decisions and commitments. Coordinates assigned meetings and conference calls as needed. Prepares handouts and other materials necessary for assigned meetings. Plans, schedules and coordinates interviews as well as assists with onboarding and general orientation to the program. (20%) Serves as liaison between programs, section, department and division for authorization sign-off on rule items, grant compliance reports, service contracts, out-of-state travel requests and Memorandum to the Executive Commissioner. Coordinates submission to the section office and maintains necessary files/records. Assures out of state travel requests are prepared according to division policy and tracked through final approval or denial. Includes offering technical advice and assistance to WIC personnel in administrative policy and procedure matters. Coordinates, drafts and edits policies and procedures for administrative functions within WIC. Assists in onboarding and general orientation of WIC hires. (15%) Prepares Travel Request Authorization Forms, and makes travel arrangements and reservations. Data enters and monitors travel related submissions on behalf of Directors in the Travel Reimbursement System. Tracks WIC assignments to ensure timely submission. Assists the administrative support team to update and maintain the WIC organizational charts (using MS Visio) and vacancy reports (using MS Excel) on at least a monthly basis. Coordinates activities to promote WIC team building and other positive work environment initiatives. (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 agency administrative policies and procedures;Knowledge of organizational travel policies and procedures;Knowledge of computer software programs such as Microsoft Office Suite, PowerPoint, Excel, Visio, Outlook, etc.;Knowledge of state records retention policies and procedures; Skills in responsible office management;Skills in organizing, time management and planning;Skill in meeting and conference planningSkill in developing goals and objectives; Skill in problem solving; Skill in planning, organizing and submitting travel;Skill in developing procedures to document and standardize;Skill in monitoring and evaluating progress;Skill in developing and implementing recognition and award schemes and other activities to establish a positive work culture. Skill in drafting responses for routine and non-routine correspondence and developing letters, memos, forms, and preparing complex reports.Ability to analyze complex work problems and to make decisions affecting the operation of administrative functions;Ability to create initiatives that foster a positive work environment and to maintain confidentiality;Ability to organize, assess and prioritize documents needing signature including financial approvals;Ability to communicate effectively with diverse staff (orally and in writing) and with the general public;Ability to work effectively with agency personnel and the public;Ability to work independently and to gather information from a variety of sources and to synthesize and translate detailed information into simpler terms;Ability to work on multiple projects and meet tight deadlines;Ability to assign, delegate and coordinate work assignments of others;Ability to proofread and edit for grammatical content;Ability to anticipate the needs of Directors, keeping them informed of deadlines, commitments, and decisions that need to be made.Registration or Licensure Requirements:

N/AInitial Selection Criteria:

InitialThree or more years' providing administrative support to executives and/or senior managementThree or more years' of experience managing calendarsThree or more years' experience communicating directly with the public in person and/or via telephoneThree or more years' experience drafting correspondence and developing letters, minutes, memos, forms, and preparing complex reports.Experience with use of MS Office.Experience planning and coordinating meetings or conference callsPreferredExperience in state Government Experience documenting and standardizing processes and proceduresExperience delegating or coordinating the work of othersAdditional Information:

Candidates must complete the assessment in order to be considered for this position. The salary on this job posting reflects the minimum and maximum allowed, however, budget considerations often result in salary offers below the maximum of the posted range. Internal applicants are encouraged to check the HR manual for any changes to their current salary. Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but 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.Req #387058MOS Code:

42A, YN, 0111, 3A1X1

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