Under the general direction of the Operations Director, performs moderately complex technical and administrative duties to support the programs in the HIV/STD Section. Work involves planning, organizing, and performing a variety of administrative activities including preparing routine and specialized correspondence and reports; answering telephones, preparing purchase request forms and entering requisitions into the CAPPS Financial System; processing invoices for payment; maintaining and ordering supplies; filing of all requisitions; copying documents; maintaining files; preparing and routing of mail. Responsible for updating distribution lists for the Program Groups; scheduling meetings and make meeting preparations; coordinating travel arrangements and preparing travel vouchers; disseminating program information to various internal and external customers; mailouts; responding to phone inquiries; and training others as needed. Responsible for ensuring the Branches are following state record retention schedules. Provides administrative support as assigned to all the programs within the HIV/STD Section.
Works under moderate supervision and latitude for utilizing initiative and independent judgment.

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

(30%) Performs technical support work for the HIV/STD Section's programs. Assists in planning and preparation of complex reports, correspondence, forms, and documents utilizing word processing software, spreadsheets, and data bases. Coordinates, prepares, interprets, and disseminates information on the programs' procedures. Assists with program mailouts, distribution of mail; work involves opening, date-stamping, scanning, and routing of mail; copying and filing documents. Maintains and updates contractor distribution lists. Assists with making meeting preparations like securing conference rooms and phone lines for meetings. Assists with general human resources work and participates as a key member of the programs in the HIV/STD Section.

(25%) Responsible for entering requisitions into CAPPS Financial System and tracking purchases for the programs in the HIV/STD Section. Places orders for program supplies. Processes invoices for payment and maintains a tracking system. Work with receiving to enter receivers in CAPPS for purchases received to ensure payment of invoices. Responsible for maintaining files for purchases made and received. Responsible for tracking and preparing the necessary forms for registrations, unencumbered payments, and invoices.

(25%) Completes Travel requests and reimbursement vouchers in the CAPPS Travel system for the program staff in the HIV/STD Section. Assists with travel arrangements and schedules.

(10%) Manages records retention schedules and ensures the management of records are in accordance with established guidelines. Ensures forms are completed and filed to document the storage or destruction of records. Trains others as needed.

(5%) Provides assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff.

(5%) 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.

Knowledge Skills Abilities:
Knowledge of routine office practices and administrative procedures Knowledge of regulations and policies regarding confidential client records
Knowledge of and skill in using Microsoft Outlook, Word, Excel, Power Point, etc. to update existing data and documents and to create new documents
Skill in editing and proofreading
Skill in establishing paper and electronic filing systems Skill in working with confidential client records
Skill in working with the public
Ability to establish and maintain effective working relationships with managers and co-workers Ability to prioritize multiple tasks, manage time effectively, and meet deadlines
Ability to plan, organize and implement administrative systems and procedures Ability to compose, proof and edit documents accurately
Ability to learn and adapt computer programs to specific tasks Ability to interpret rules, regulations, policies and procedures Ability to communicate effectively both verbally and in writing Ability to deal with the public
Ability to maintain confidentiality
Ability to lift to up to 50 pounds (associated with mail processing functions and records management functions)

Registration or Licensure Requirements:
None.

Initial Selection Criteria:
Experience working with confidential records
At least one year of customer service experience
Experience with email, word processing, spreadsheet, and database programs, such as Word, Excel, Access, and Outlook

Additional Information:
DSHS is a tobacco-free workplace.

Proficiency/Skills Test: Applicants selected for interview may be required to complete a proficiency/skills test at the time of the interview (e.g., Excel or professional writing sample)

Work Hours and Location Note: Applicants must have the ability and willingness to work core business hours, Monday through Friday from 8:00 AM – 5:00 PM. Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. This position is based in Austin, Texas, but teleworking may be allowed at the discretion of the hiring manager and agency policy.

Application/Resume Notes: Resumes will not be accepted in lieu of an application but may be provided as supplemental materials. All fields on the application must be filled in completely. Applicants must provide information relevant to the required experience for this position in the job history sections of the application.

Employment References Note: If selected, a candidate must be able and willing to provide current and previous work references before a final offer of employment is extended.

Salary Note: Agency salary policy, budget, and candidate’s qualifications will dictate the final salary offer.

Visa Sponsorships Note: Must be legally authorized to work in the U.S. without sponsorship.

MOS Code:
There are no direct military occupation(s) that relate to the responsibilities, registration, and/or licensure requirements for this position. All active duty, reservists, guardsmen, and veterans are encouraged to apply if they meet the qualifications for this position.

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