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Job/Position DescriptionThe Program Operations Executive Assistant provides executive level support to the Associate Commissioner and Deputy Associate Commissioner for the Program Operations Division in Austin, Texas. This position will be required to work core business hours Monday through Friday from 8:00AM to 5:00PM. The Executive Assistant position is eligible for partial telework, however there will be required days to work onsite. Primary Responsibilities:and#149; Performs management and executive level administrative support functions for the Associate Commissioner.and#149; Maintains Associate Commissionerand#146;s calendar, schedules meetings and reserves conference rooms, facilitates written and verbal communication, and works on special assignments as requested. and#149; Processes purchase requests and assists in budget preparation and monitoring.and#149; Provides backup administrative assistance to section directors and other executive team members and staff within the Commissioner's office as needed.This position will work closely with executives and their staff. Excellent communication skills and interpersonal skills such as emotional intelligence, active listening, problem-solving, and conflict resolution are essential. Candidates must be comfortable with carrying out assignments when given ambiguous direction, be highly adaptable to change, and be able to work well under pressure. DSHS encourages all employees to engage in professional development opportunities and grow their career; candidates should have a growth mindset and be driven to develop professionally.Essential Job Functions(40%) Maintains the Associate and Deputy Associate commissionerand#146;s calendars and prioritizes appointments and meetings; monitors Associate Commissioner's e-mail to track requests for meetings, deadlines, etc. and responds as appropriate; manages all aspects of meeting planning for internal and external meetings, including scheduling, reserving conference rooms, preparing materials and taking minutes to captures action items, etc.; coordinates and track assignments and activities; and uses Microsoft Office Suite to prepare emails, correspondence, memos, reports, presentations, briefing notebooks, etc.(20%) Acts as the Division liaison providing assistance to DSHS and Health and Human Services (HHS). Responds to policy, process, or procedural inquiries, addresses issues, and/or resolves problems and complaints related to the divisionand#146;s functions. Interprets policies and procedures to assist the Associate Commissioner with decisions regarding division assignments. Assesses priorities on behalf of the Associate Commissioner, analyzes intermediate problems, and resolves or escalates issues/problems to the appropriate executive within the agency. (20%) Monitors program budget to ensure funds are available, orders and coordinates approvals for purchasing supplies, goods, and services. Provides budget, expenditure, and other administrative services reports. May schedule travel (in-state/out-of-state), make hotel reservations, and prepare itineraries, and submit travel vouchers for reimbursement for the Associate Commissioner, Program Operations Section Directors and other executive staff as needed.(10%) Maintains confidential files for the Associate Commissioner and acts as the Open Records Coordinator for the division, coordinating and handling all requests. Assists Associate Commissioner with HR-related tasks for direct reports such as hiring, onboarding, tracking time and leave, and maintaining related document https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=606160 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.