Administrative Assistant IV

Brief Job Description: 

Provides advanced administrative support and technical assistance to the unit director, program managers, and staff in the Preparedness Management Unit. This includes the development of administrative procedures and coordination of meetings, travel, and conferences. Prepares and edits correspondence, reports, and other written documents. Develops and/or maintains files and records; conducts research and assists in compiling data and preparing reports. Provides general administrative support for the section as necessary. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. May train others. May supervise the work of others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.  

CHEPR supports DSHS' mission of providing response support to the SMOC or SOC, requires staff to report onsite within two hours, and the ability to work 12–14-hourshifts. Disaster response activations can require working in-person, 7-days a week, for as long as 2-4 weeks, or more. This position requires the ability to work extended hours including weekends and holidays during health response activation.  

This position is 100% grant funded and is contingent on grant funding.  

Essential Job Functions (EJFs): 

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

(40%) Provides administrative support to staff in the Unit. Develops and implements necessary processes and procedures. Sets up and maintains appropriate files and records. Prepares written documents needed to support the programs, including correspondence and reports. Coordinates meetings and conferences. Responds to internal and external inquiries as appropriate. Assists with travel arrangements. Collects forms related to travel and leave. Conducts research, primarily via the Internet, as directed by the Unit Director. 

(40%) Provides administrative support to the unit director and program group managers. Coordinates travel arrangements and maintains daily calendar for the Unit Director. Coordinates meetings; provides meeting notes as needed. Tracks all assignments ensuring deadlines are met. Sets up and maintains appropriate files and records. Provides administrative support to the section and assists with phone coverage as needed. 

(20%) Works as a team member with unit staff to complete assignments as required. Performs other duties as assigned and required to maintain unit operations. Includes but is 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. May require an alternate shift pattern assignment and/or location.   

Knowledge, Skills and Abilities (KSAs): 

Knowledge of office practices and administrative procedures. 

Knowledge of State of Texas travel rules and regulations. 

Knowledge of rules/policies related to confidential records/files/information. 

Knowledge of filing systems and record retention schedules. 

Knowledge of business English, spelling, grammar, punctuation, and proofreading and modern office practices. 

Skill in using computer software such as Microsoft Outlook, Word, PowerPoint, Excel, and Edge. 

Skill in setting up and maintaining files. 

Skill in time management and in managing multiple tasks. 

Skill in working with members of a team. 

Skill in developing and evaluating administrative procedures. 

Skill in proofing, editing, and formatting documents. 

Skill in effectively organizing, scheduling, and coordinating meetings and conferences. 

Ability to plan/organize meetings and conferences. 

Ability to communicate effectively in English, both verbally and in writing. 

Ability to analyze and respond to incoming inquiries. 

Ability to format and proofread correspondence, reports, and other written documents.  

Ability to make travel arrangements. 

Ability to do online research. 

Ability to take meeting notes. 

Ability to organize and prioritize workload and meet deadlines. 

Registrations, Licensure Requirements or Certifications: 

N/A 

Initial Screening Criteria: 

At least two years of experience as an administrative assistant, office manager, or executive assistant. 

At least two years of experience managing and maintaining multiple calendars. 

Experience using Microsoft Office applications. 

Experience coordinating travel and processing travel reimbursements preferred. 

Additional Information: 

N/A