Administrative Assistant IV

Brief Job Description: 

Under the supervision of the Director in the Maternal and Child Health Unit (MCHU), provides highly complex administrative support and technical assistance work for staff in the MCHU. Works to support day-to-day operations of the MCHU, including preparing correspondence to contractors and other stakeholders, meeting setup and follow-up, making travel arrangements and preparing for off-site events, answering the program’s main telephone line, and maintaining files. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.   

Essential Job Functions (EJFs): 

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

Performs word-processing assignments including preparation and editing of tables and graphs, reports, routine and special correspondence, technical reports and information for publications for program activities of the MCHU. Assists in the preparation of informational materials and program displays for committees, training events, health promotion activities, and conferences. Assists in developing presentations and spreadsheets using software such as MS Word, Excel, and PowerPoint.  Uses Outlook mail and calendar functions and operates fax machine, computer, printer, and other technology as needed.  Prepares and disseminates information for staff.   Assists in compiling data, constructing spreadsheets and databases, making calculations, and preparing reports, including information relating to the status of the program's service contracts. (35%)   

 Provides needed arrangements for the various meetings, focus groups, conferences, conference calls and/or site visits organized and/or attended by staff.  For public meetings, submit required information on meeting and/or conference agendas and events for the Texas Register in the required format.  Work also involves creating, editing, formatting, and disseminating meeting materials.  Takes and transcribes minutes from meetings.  Transcribes taped discussions from meetings, focus groups, as needed.  Assists in making travel arrangements, preparing, and processing travel requests and advances, travel reimbursement and vouchers.  Assists in preparing and processing independent service contracts as needed. (30%)  

Communicates with program staff, contractors, the public, and other stakeholders in person, by telephone, e-mail, regular correspondence, and fax or over the internet as directed. Coordinates assignments and responds to program inquiries according to specific guidelines and procedures. Research information to solve problems and issues and provides technical assistance and training for staff and the public on various program topics. Provides accurate and effective oral and written communication with families and consumers, regional staff, contractors, providers, advocacy and consumer groups, and the public regarding Department and program activities.  Arranges and organizes the process to develop, implement, and evaluate web-based training, web-based surveys, webcasting, online meetings, videoconferencing, listservs, and other means of facilitating group information exchange. (15%)    

Organizes and files information for the Director and program staff.  Organizes, files, and tracks documents and correspondence relating to the program contractors, policies and procedures, meetings, and other documents and communications.  Maintains group records and documentation per record retention schedule.  Assists with procedure development and documentation.  Accesses and files information via established software and hardcopy data systems.  Assists in documenting and tracking policy and procedure development/revision timelines. (10%)  

Reviews, tracks, and prepares analyses of state and federal legislation relevant to maternal and child health and children with special health care needs. Developing and evaluating budget requests, monitoring budget expenditures, and adjusting as necessary. Researches, prepares, and/or assists with evaluation and development of grant opportunities, contracts, fiscal impact reports, and other reports and studies. Coordinates the implementation of special initiatives. (5%)   

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, Continuity of Operations (COOP) activation, and/or serving on the State Medical Operations Center (SMOC) team.  Such participation may require an alternate shift pattern assignment and/or location. (5%)  

Knowledge, Skills and Abilities (KSAs): 

Knowledge of office practices and administrative procedures.    

Knowledge of English grammar, spelling, punctuation, and writing style.   

Knowledge of state travel policies and procedures.   

Skill in organizing, supporting, coordinating, facilitating, and monitoring various activities of diverse individuals and/or groups and teams.   

Skill in time management, organizing workloads, and setting priorities to meet deadlines.   

Skill in email, e.g. Outlook, and calendar software functions.   

Skill in searching the Internet for information.   

Skill in constructing and maintaining databases and spreadsheets.    

Skill in constructing, proofing, editing, formatting and maintaining documents, databases and spreadsheets.   

Skill in organizing information and developing reports, training materials and presentations using word processing and other software (MS Word, PowerPoint, Excel)   

Skill in communicating information clearly, concisely, and effectively, both verbally and in writing.   

Skill in taking and producing accurate meeting minutes.   

Ability to interpret and apply agency rules, regulations, policies, and procedures.   

Ability to organize and manage multiple diverse tasks/projects effectively and efficiently.   

Ability to work under deadline pressures.    

Ability to write clearly and concisely.      

Ability to communicate effectively within the agency and with the public.   

Ability to implement administrative procedures and to evaluate their effectiveness.   

Ability to exercise judgment in evaluating situations, making decisions, and effectively working through areas of conflict.     

Ability to establish and maintain effective working relationships with supervisors and co-workers.   

Must be able to move at least 25lbs, e.g., copy paper boxes, chairs and conference room tables with or without accommodation.   

Registrations, Licensure Requirements or Certifications: 

N/A 

Initial Screening Criteria: 

High school graduation or GED. Junior/community college/college coursework preferred.   

Experience providing administrative support to multiple staff.   

Experience coordinating, facilitating, organizing, and processing travel arrangements and reimbursements.   

Experience taking and producing accurate meeting notes or minutes.   

Experience constructing, formatting, and maintaining spreadsheets.   

Experience reviewing budgets and