Senior Administrative Specialist Public Health Unit

Texas Department of State Health Services; Austin (TX); On-site; USD 36,000 - 44,000; Full time

Job summary

Texas Department of State Health Services in Austin, TX seeks an Administrative Assistant IV to provide high-level administrative support for the Newborn Screening unit and its director. The role includes preparing materials, managing correspondence, and coordinating travel, budgeting, and personnel processes.

The position requires strong organizational and communication skills, with a focus on accuracy and confidentiality.

Qualifications

• Knowledge of English grammar, spelling, punctuation, and writing style.
• Knowledge of modern office practices including use of printers, copiers, fax machines, and microcomputers for word and data processing.
• Knowledge of the preparation, maintenance, and control of forms, records, and reports.
• Knowledge of state travel policies and procedures.
• Knowledge and experience in ordering office supplies and maintenance of office supply equipment.

Responsibilities

• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• (30%) Provides administrative and customer support relating to budget, personnel, and travel documents as assigned by the unit manager, medical director, and unit staff. Coordinates the preparation and editing of materials, correspondence, memos, and reports using Microsoft Office including Word and Excel. Enters requisitions into the DSHS financial information system. Proofs correspondence, memos, technical documents, and forms from Unit staff for accuracy before submitting for signature/approval of the unit director or higher authority. Maintains official copies of correspondence mailed from unit Director. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls for the unit.
• (20%) Monitors emails and online calendar of unit director using Microsoft Outlook. Evaluates requests and inquiries to determine which are priority matters and alerts accordingly. Keeps unit director informed of pending decisions and commitments. Coordinates assigned meetings and conference calls as needed. Makes decisions to contact unit director at offsite locations or raise issue to backup manager if the unit director is on leave status when critical situations require immediate response or action. Refers inquiries or other requests that do not require the response from the unit director to managers in the unit for appropriate staff assignment and follow up. Maintains Unit inventory and orders office supplies and other materials, makes services calls for office equipment, requests paper shredding removal, and office building maintenance requests in a timely manner for the Unit.

Skills

Microsoft Office

Time management

Communication skills

Organization

Telephone handling

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Texas Department of State Health Services in Austin, TX seeks an Administrative Assistant IV to provide high-level administrative support for the Newborn Screening unit and its director. The role includes preparing materials, managing correspondence, and coordinating travel, budgeting, and personnel processes.

The position requires strong organizational and communication skills, with a focus on accuracy and confidentiality.