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Texas Department of Family and Protective Services Administrative Asst IV

Job Description:
Under the direction of the Director and Deputy Director of Faith-Based and Community Engagement (FBCE), this part-time position (10 hours a week)performs highly advanced professional, administrative, secretarial, and technical support to the FBCE team. This position interacts routinely with DFPS staff including, other state office and regional staff, other agency divisions, representatives from various stakeholder organizations, and the general public. Duties include answering the phones, preparing and distributing communications and other correspondence, maintaining calendars for the commissioner, deputy commissioner, and assistant deputy commissioner, and planning and scheduling routine and complex meetings to support the suite.

This position assists in ordering supplies for the FBCE team as needed. This position completes WPRs, accounts for agency assets, completes and submits eMAC forms for staff additions, moves and changes, and completes travel forms for executive level staff. Work involves preparing reports, filing, archiving records, checking and distributing mail, and other administrative duties as assigned. The position assists with new employee orientation and helps train staff. Works under minimal supervision of the FBCE Director with extensive latitude for the use of initiative and independent judgment.

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

Provides assistance answering phone calls, routing incoming calls, taking messages, greeting visitors, and directing visitors to the appropriate staff (25%).

Copy, scan, fax, sort, distribute, and track (if appropriate) mail received in FBCE (15%).

Distributes and tracks assignments; correctly prepares, routes, and delivers completed assignments according to agency policies and procedures (10%).

Provides minimal technical support and assistance to FBCE leadership setting up conference calls, meetings, webinars. (10%)

Coordinates and schedules meetings and conferences; produces and distributes agenda items and materials as needed (10%)

Maintains calendars and schedules appointments (10%).

Develops and coordinates the implementation of administrative and projects/initiatives assigned by the FBCE Director or Deputy Director. Serves on administrative workgroups as assigned. Compiles division management reports, reviews for content, format and accuracy. (5%)

Tracks agency assets and office supplies, and purchases supplies, as needed, and functions as purchasing receiver (5%).

Submits work orders for repairs and maintenance of office equipment and general building needs in a timely manner (5%).

Completes travel arrangements as requested; travel vouchers are submitted on a monthly basis or as required by agency policy and accurately reflect duties performed and actual, authorized expenses (5%).

 Knowledge Skills Abilities:
List the knowledge, skills, and abilities critical to performance in this position:

Knowledge of agency programs, organization, policies, and procedures.
Knowledge of state agencies and organization.
Knowledge of accepted business and office practices and procedures.

Skill in administrative management and organization.
Skill in customer relations.
Skill in finding innovative solutions to administrative problems.
Skill in using of Microsoft software programs including Outlook, Word, Power Point and Excel.

Ability to communicate effectively verbally and in writing with multiple internal/external stakeholders. Ability to handle highly confidential documents and information. Ability to manage calendars and coordinate meetings.
Ability to follow complex oral and written instructions.
Ability to establish and maintain effective working relationships.
Ability to provide administrative support to senior leadership and staff.

 Registration or Licensure Requirements:

 Initial Selection Criteria:
Graduation from high school or equivalent. Graduation from an accredited four year college or university (preferred). Two years full-time administration management, secretarial or DFPS experience. Extensive computer skills to include data entry (preferred). Customer service skills experience (preferred).  

Additional Information:
Requisition # 458177

Part-time position, 10 hours a week.  MOS Code: