FirstBank Jobs

Job/Position DescriptionThe Chief of Staff Executive Assistant provides executive level support to the Chief of Staff Division leaders, including the Center for External Relations and the Center for System Coordination and Innovation. This position is located in Austin, Texas and the selected candidate will be required to work in-office during core business hours Monday through Friday from 8:00AM to 5:00PM, with flexibility for overtime during peak workloads and during legislative session. Primary Responsibilities:and#149; Manages calendars for division leaders, answers calls, and coordinates and schedules meetings and/or conference calls, both virtually and in-person. and#149; Prepares and coordinates travel arrangements for division staff through the agencyand#146;s travel system.and#149; Assists with division purchasing activities and maintains documentation for purchases. and#149; Provides backup assistance to the DSHS Commissioner and/or Deputy Commissionerand#146;s Executive Assistant as requested.This position will work closely with executives and their staff. Excellent communication skills and interpersonal skills are essential. Candidates must be flexible, dependable, and accountable to support division leaders and adjust to changing priorities. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. Essential Job Functions(30%) Maintains calendars, identifies potential scheduling conflicts, and coordinates and prioritizes appointments, meetings, and conference calls for division leaders. Organizes and prepares for meetings, including preparing daily meeting materials in advance, keeping files organized, preparing handouts and other materials, and attending to logistics of meetings.(35%) Provides executive-level administrative assistance to division leaders and coordinates assignments with other executive offices. Evaluates and determines priority matters and alerts appropriate division leader. May direct the flow of assignments, requests, and critical information to the appropriate staff and/or program area. Manages action items for division leaders to ensure timely approval of contracts, reports, correspondence, etc. Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail and other administrative documents and processes all documents in a timely, efficient, and confidential manner.(20%) Assists the Staff Services Officer with tracking division purchasing activities, manages requests/deliveries, and maintains support files for purchases to ensure correct accounting information. Prepares and coordinates travel arrangements for division staff through the agencyand#146;s travel system, tracks requests through final approval or denial, and provides technical advice and assistance to division personnel in administrative policy and procedure matters. Assists with the new hire onboarding process to include completion of paperwork, scanning and storing electronic version in a shared drive folder, submitting IT tickets to request laptop, badge, and network access for division new hires.(10%) Serves as the Records Retention Coordinator and Open Records Coordinator for the Division. Ensures that staff are aware of, and adheres to, the records retention policy guidelines. Assigns request to the appropriate program area and that responses are submitted to the agency coordinator within the required timeframe. Provides back-up assistance to the Commissioner/Deputy Commissioner executive assistant and oth https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=606788 Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.