Administrative Asst III

Job Description :

Performs complex administrative support and technical program assistance for the Preparedness and Epidemiology programs.

Manages and maintains schedules and travel arrangements for the Manager. May travel to support regional preparedness and epidemiology responses.

Assists with budget reports, warehouse inventory, and data entry. Provides direct assistance with compiling medical reports, preparing technical reports and quality assurance reports.

Ensures confidentiality of information in program areas to include personnel and information related to financial / disease reports.

Maintains strict confidentiality / compliance of financial records and related documentation. Supports preparedness, epidemiology and medical trainings.

Develops and coordinates the implementation of administrative projects / initiatives assigned by the Program Manager. Conducts trainings and presentations supporting preparedness operations.

Prepare, review and audit travel reports and Operating Budget tracking reports for the Manager. Supports fleet operations for the program vehicles.

Performs work in a professional, responsible and timely manner. May travel within HSR 9 & 10 (32 counties) during emergencies.

Works under general supervision with moderate latitude for the use of initiative and independent judgment Essential Job Functions :

Attends work onsite on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

35% - Preparedness Support-Performs functions requiring the application of technical expertise and specialized knowledge in organizing and implementing administrative activities for Preparedness and Response program.

Compiles the Preparedness Health Epidemiology Program (PHEP) grant reports and assists program manager with budget tracking.

Assist in asset / inventory control, including procurement processing and tracking for the PHEP Programs. Coordinates arrangements for program meetings, conferences and appointments.

Prepares technical correspondence, meeting minutes and creates spreadsheet reports. Monitor and initiate purchases of supplies, training materials, and registrations submitted by requisitions.

Tracks and monitors assigned operating unit budgets. Researches, collects, assembles, and summarizes financial and statistical program information in a confidential manner.

Assists in work plans, quarterly reports, budget reports and special requests for budget information. Serves in the data management work group.

Assists new employees with employment forms, requesting equipment, supplies, and office set-up.

35% - Operations Support-Provides direct support to the ERT / PHP Team with special projects and epi operations which may include working with databases;

compiling data; and producing reports. Provide direct support to Epi Operations with lab reports and data entry. Provides administrative support related to emergency response and serves as finance lead at the PHR 9 / 10 Regional Operations Center.

Assist with training activities to include the preparation of materials, coordinating logistics for facilities or meeting locations;

liaison work with other agencies and personnel for response activities. Provides training and presentations related to travel, and preparedness activities.

Assists with incoming correspondences and routes to appropriate staff. Assists the Epidemiology program in sending out infectious disease reports while maintaining HIPAA standards.

Assist with file record retention according to HHSC policies. Supports fleet operations including log books, fueling, inspections, vehicle services / repairs and monthly fleet summaries.

Maintains fleet vehicles in a state of readiness. May deploy to support regional preparedness and epidemiology responses.

Assist in annual program inventory at agency warehouse sites.

20% - Budget Support-Provides administrative and technical support for the Preparedness and Response Manager. Maintains a detailed filing system for budget and purchases for the cooperative agreement by fiscal year.

Creates and updates complex tables and spreadsheets using statistical software. Uses Qualtrics software to run reports and create summaries.

Prepares program purchase requisitions, conducts online ordering of supplies and records expenditures in master logs. Maintains accurate inventories for all program equipment and supplies located on DSHS properties.

Tracks and monitors assigned operating preparedness budgets and spending plans; researches and / or collects, assembles, and summarizes financial and statistical information for program manager.

10%-COOP Support-Performs special assignments as requested. 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 activation.

Such participation may require an alternate shift pattern assignment and / or location.

Knowledge Skills Abilities :

Knowledge of office practices, procedures, systems, and equipment.

Knowledge of computer information systems and software (Excel and Access).

Knowledge of medical terminology and practices

Knowledge of statistical software

Knowledge of creating spreadsheets and databases

Knowledge of preparing sensitive and confidential documents

Knowledge of HIPAA compliance

Knowledge of Qualtrics software.

Skill in developing and maintaining accurate filing systems.

Skill in preparing letters, memos, technical reports and forms that require proofreading and quality assurance

Skill in developing and implementing complex procedures from general instructions.

Ability to work in group settings and work as a team member.

Ability to drive state vehicles including vans, trucks and cars.

Ability to conduct presentations and trainings.

Ability to work well as a member of a team; exercising tact and diplomacy

Ability to compiles and analyzes data, makes calculations and prepares reports.

Ability to work discreetly, maintain confidentiality of employee information and medical records

Ability to prioritize work, meets deadlines, manage time effectively, organize schedules and use initiative to solve problems

Ability to maintain a high level of discretion when dealing with sensitive / confidential information.

Ability to apply and interpret federal, state, and / or agency regulations, policies, and procedures.

Ability to maintain highly complex records and to prepare reports from a variety of information.

Ability to communicate efficiently and effectively using both written and verbal skills.

Ability to implement administrative procedures and to evaluate their effectiveness.