Performs complex (journey-level) professional assistance work for the Associate Commissioner of State Hospitals. Work involves coordinating high-level administrative activities for the Associate Commissioner. Coordinates and manages the office operations. Coordinates a wide variety of special assignments for senior staff. Tracks a variety of data, develops reports, and analyzes for trends. Develops and interprets administrative procedures. Trains staff members in administrative procedures. Assists with the coordination of department purchasing processes. Drafts and routes executive memos and other transmittals. Assists with new employee onboarding. Coordinates the Associate Commissioner’s schedule. Position has latitude for independent judgment in assigned areas of responsibility. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Performs other duties as needed and assigned to support administrative processes for the department.

Performs other duties as assigned. 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 or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Coordinates and manages the calendar, meetings, and other activities with other agencies, executives, and organizations for the Office of the Associate Commissioner of State Hospitals. Coordinates travel arrangements for Associate Commissioner and other personnel as needed. Coordinates and completes special assignments. Coordinates meeting rooms and times and assists with taking and transcribing notes or minutes as needed. Develops and interprets administrative procedures. Plans and prepares periodic and special reports. Interprets policies and procedures and makes administrative decisions. Trains staff in administrative procedures and may supervise administrative staff. Provides technical supervision and oversight to administrative assistant staff. Acts as department expert on purchasing and travel procedures and tracks purchasing and travel expenditures.

Knowledge Skills Abilities:
Knowledge of acceptable business practices and administrative procedures; and of applicable state of Texas rules, regulations, policies, procedures, and processes.
Knowledge of time management and planning, prioritizing, and organizing workloads to meet deadlines.
Knowledge, skill, and ability to coordinate and prepare travel requests and reimbursements using the HHS travel system or a similar system.
Knowledge of state purchasing procedures.
Knowledge, skill, and ability to interact, communicate, and support others using professionalism, integrity, sound judgment, discretion, and confidentiality at all times.
Knowledge, skill, and ability to handle and disseminate confidential information appropriately.
Knowledge, skill, and ability to follow complex oral and written instructions, to communicating professionally and effectively both verbally and in writing, and to work with and support the work of others.
Skill in the use of personal computers, including spreadsheets, word processing and databases.
Ability to train others.
Ability to communicate effectively orally and in writing.
Ability to plan, assign and/or supervise the work of others.
Ability to work in a fast-paced, and sometimes stressful environment; to organize and prioritize assignments; and to adhere to strict deadlines in a timely manner.
Ability to handle high-level administrative issues, to make decisions and take initiative, and to work independently with minimal supervision.
Ability to establish and maintain effective working relationships with staff at all levels of an organization or agency, to include stakeholders, elected officials, and the public in a professional manner.
Ability to interpret policies, procedures and data for use in preparing complex reports.

Registration or Licensure Requirements:
Must possess a valid Texas driver license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy

Initial Selection Criteria:
Graduation from an accredited four-year college or university with major coursework in business administration or a related field is generally preferred. Experience and education may be substituted for one another.

Minimum of three years’ experience in providing high-level professional assistance work to an executive, legislator or board within last five years. Experience preparing correspondence and/or technical reports for an executive, legislative office or board. Experience supervising the work of others.

Additional Information:
Only applications with the job experience completed on the application will be considered. Only applicants who are interviewed will receive written notification of selection results. SALARY NOTE: The posted salary range reflects the minimum and maximum allowable by state law. Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual Chapter 7.
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.

Applicants must pass a criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, and HHS OIG list of Excluded Individuals/Entities. Males between the ages of 18-25 must be registered with the Selective Service.

Flexibility in work hours may be required for this position. The position may be requested to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747.

MOS Code:
42A, YN, 0111, 3A1X1
Note: 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.

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HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

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.