Job/Position DescriptionExecutive Assistant IIUnder the direction of the Associate Commissioner (AC) for the Public Health Laboratory Division (PHLD) of the Department of State Health Services, the Executive Assistant performs highly complex (senior-level) professional assistance support work. The Executive Assistant is responsible for maintaining the daily schedule of the AC, coordinating and tracking executive assignments and activities, making travel arrangements, completing the purchasing process, scheduling meetings and trainings, answering the telephone, responding to inquiries, and performing other duties as assigned by the AC. The Executive Assistant position requires leadership qualities such as adaptability, flexibility, dependability, and accountability. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. The Executive Assistant position requires excellent writing and verbal communication skills, the ability to manage confidential information, and the ability to work effectively with agency executives. The Executive Assistant must be able to handle the demands of a fast-paced office with constantly changing demands and priorities. The Executive Assistant works under limited supervision with considerable latitude for the use of initiative and independent judgment. Essential Job FunctionsEJF 1. Provides executive-level administrative assistance to the Associate Commissioner (AC) for PHLD. Evaluates requests and inquiries to determine which are priority matters and alert the AC accordingly. Prepares advance daily meeting materials and keeps files organized. Maintains electronic and hardcopy filing and record-keeping systems. Ensures the effective management of the ACand#146;s schedule. Monitors and maintains the ACand#146;s calendar in Microsoft Outlook. Ensures the calendar is updated and identifies potential scheduling conflicts. Interacts frequently via telephone, email, and fax with employees from other states, local, and federal agencies, elected officials, for-profit and non-profit community agencies, and associations. Interacts regularly with employees in the agencyand#146;s administrative and division offices. (40%)EJF 2. Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the AC and assists the Deputy Associate Commissioner as needed. Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings. Prepares handouts and other materials necessary for assigned meetings.(20%)EJF 3. Manages action items for the AC to ensure timely approval of contracts, reports, correspondence, etc. Logs and tracks all documents that require the ACand#146;s signature. Assists in the coordination and tracking of various administrative assignments and/or activities within the PHLD division office. Coordinates with the Laboratory Employee Relations, Communications, and Training Group as needed. Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail, correspondence, grants, contracts, and other administrative documents. Process all documents in a timely, efficient, and confidential manner. (15%)EJF 4. Prepares and coordinates all travel arrangements for the AC through the departmentand#146;s e-Travel system. Assures in-state and out-of-state travel requests are prepared according to agency and division policy and tracked through final approval or denial. Includes offering technical advice https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=594014 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.