Do you have a "can do" attitude, enjoy working on a dynamic team, and want to be a part of the fascinating field of Disease Surveillance and Epidemiology is the Office of the Chief State Epidemiologist?
Under the general direction of the Healthcare Safety Unit Director in the Disease Surveillance and Epidemiology Section, performs complex administrative work for the Unit. Work involves handling administrative functions including preparing administrative procedures, monitoring invoice payments, handling suspense items, entering requisitions, reviewing, and submitting all travel requests, handling office supplies requests, preparing hiring and selection packets, ensuring participation in safety training, etc. Plans, develops, and implements work systems and procedures to promote operational efficiency and quality throughout the Unit. Develops procedures necessary to maintain efficient program operations. Performs responsible professional administrative and technical assistance work for all managers in the Unit and Unit staff. Coordinates completion of special assignments and responses to specific high-level requests.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(20%) Assigns, tracks, and approves tasks for the Unit in a professional, timely, and high-quality way. These tasks include invoice reviews, email requests, webinar support, data entry, purchasing, travel requests, and travel reimbursements that are requested by all Unit employees. Proofreads and approves tasks that are assigned to the Unit. Acts as initial approver and monitor purchasing requests requested by the Unit. Serves as a subject matter expert on administrative procedures for the Unit.
(20%) Maintains a tracking system of all resources assigned to staff. Maintains an inventory on the status of program publications reviews and approval. Distributes and monitors responses to Unit assignments; maintains office supply closet and prepares orders as needed. Maintains management of all program directories and distribution lists. Maintains a tracking system of expenditures associated with purchase orders prepared by the Unit and notifies management if additional funds are needed.
(20%) Analyzes current operations to determine the need for improvements in work systems and procedures. Plans, develops, and implements procedures to assist the Unit in maintaining effective business practices and daily operations. Writes new procedures, revises, and edits current procedures and ensures that the final product is approved and disseminated. Develops and maintains Unit Policy and Procedure Manual and index maintained in a shared network drive. Provides guidance to staff in the implementation and integration of new methods and procedures. Assist Director and Unit staff with any human resource policy questions. Reviews travel requests to ensure accuracy, proper format, and adherence to policies and procedures.
(20%) Performs responsible professional technical assistance work for the Unit Director. Consolidates and completes responses to routine suspense items and special correspondence dealing with sensitive and confidential issues. Such items include but are not limited vacancy reports, in-state and out-of-state travel plans, monthly program events, etc. Consolidates responses to suspense items before submitting to Unit Director, when needed, for approval. Assigns or completes special assignments and presents updates to the Unit Director. Compiles and submits responses to open records requests. Assists with or responds to administrative time-sensitive requests and assignments. Completes monthly Unit reports due to the Disease Surveillance and Epidemiology Section. Participates in assignments related to legislative issues such as exceptional item requests, bill analysis, cost estimates, etc. as assigned to the Unit. Serves as the Unit contact for observed building maintenance issues, phone support, IT support, and security issues. Prepares hiring and selection packets, reserves conference rooms, and schedules interviews. Assists Unit and Group Managers with new hires and ensure workstations are set up properly for staff.
(10%) Assists the Unit Director in communicating with key stakeholders and setting up meetings. Assists management in checking all areas of the building during a fire drill exercise to ensure all staff are outdoors. Escorts staff outdoors on fire drill exercises. Works with management to ensure exit areas are clearly marked. Maintains log of all DSHS-required courses completed by staff.
(10%) Other duties as assigned, including but 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. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of general state policies and procedures.
Knowledge of modern methods of office administration.
Knowledge of public health or public health.
Knowledge of proper English usage, spelling, grammar, and punctuation.
Ability to manage multiple time-sensitive tasks under pressure while maintaining healthy work-life balance.
Ability to get along well with people from diverse backgrounds.
Ability to apply principles of time management.
Ability to communicate both in writing and verbally.
Ability to take initiative to improve processes, respond to urgent issues, maintain confidentiality.
Skill balancing competing and conflicting requests from staff and Leadership.
Skill in using office software such as SharePoint and Microsoft (including Excel, Outlook, and Word).
Skill in building and maintaining effective working relationships, exercising professional judgment, tact, discretion, and diplomacy.
Skill in independently prioritizing, planning, coordinating, and organizing multiple tasks simultaneously and quickly adapting to changes and timeframes.
Registration or Licensure Requirements:
None
Initial Selection Criteria:
Attention to detail (application is complete and no typos or spelling errors on application)
Experience implementing work systems and procedures to promote operational efficiency and quality
Experience coordinating completion of special assignments and responses to specific high-level requests
Additional Information:
Position teleworks 3 days/week currently; may be required to work in person additional days starting March 2024 at 1100 49th St office (to be determined).
5% travel is only for infrequent local conferences or in-person meetings.
Applicants selected for an interview may be required to complete an in-basket exercise. Full salary range may not be offered due to budget limitations. You must bring your I-9 documentation with you on your first day of work.
MOS Code:
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
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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