Chief of staff executive assistant Job at Texas Department of State Health Services, Austin, TX

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  • Texas Department of State Health Services
  • Austin, TX

Job Description

Date: Dec 4, 2024

Location: AUSTIN, TX

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.


Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

Review our Top 10 Tips for Success when Applying to State of Texas Jobs.


Functional Title: Chief of Staff Executive Assistant

Job Title: Executive Assistant II




Agency: Dept of State Health Services


Department: Chief of Staff




Posting Number: 1290

Closing Date: 01/03/2025




Posting Audience: Internal and External

Occupational Category: Office and Administrative Support




Salary Group: TEXAS-B-19

Salary Range: $4,020.33$5,416.67




Shift: Day


Additional Shift:




Telework: Part-Time


Travel: Up to 5%




Regular/Temporary: Regular


Full Time/Part Time: Full time




FLSA Exempt/Non-Exempt: Nonexempt


Facility Location:




Job Location City: AUSTIN


Job Location Address: 1100 W 49TH ST (RDM)



Other Locations:



MOS Codes:

0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,8A300,AZ,LS,LSS,MC,PERS,PS

RP,SN,YN,YNS




Brief Job Description:


The Chief of Staff Executive Assistant provides executive level support to the Division leaders, including the Center for External Relations and the Center for System Coordination and Innovation. This position is located in Austin, Texas.


Primary Responsibilities

  • Manages calendars for division leaders, answers calls, and coordinates and schedules virtual and in-person meetings and conference calls.
  • Coordinates travel arrangements for division staff through the agency’s travel system.
  • Assists with division purchasing and maintains documentation.
  • Provides backup assistance to the DSHS Commissioner and/or Deputy Commissioner’s Executive Assistant.

This position will work closely with executives and their staff. Excellent communication skills and interpersonal skills are essential. Candidates must be flexible, dependable, and accountable to support division leaders and adjust to changing priorities. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact.


Essential Job Functions (EJFs):


EJF 1: Maintains calendars, identifies scheduling conflicts, and coordinates and prioritizes appointments, meetings, and conference calls for division leaders. Coordinates all aspects of meetings, including preparing materials and handouts in advance, keeping files organized, and logistics. (30%)


EJF 2: Assists division leaders and manages action items for to ensure timely approval of contracts, reports, correspondence, etc. Reviews, prioritizes, and distributes incoming and outgoing mail and administrative documents. Processes all documents in a timely, efficient, and confidential manner. Coordinates assignments with other executive offices and may direct the flow of assignments, requests, and critical information to the appropriate staff or program area. (35%)


EJF 3: Assists with division purchasing activities, manages requests and deliveries, and tracks and maintains support files. Prepares and coordinates travel for division staff and tracks requests. Assists with new hire onboarding process and IT requests. Provides technical advice and assistance to division personnel in administrative policy and procedure matters. (20%)


EJF 4: Serves as the coordinator for records retention and ensures staff adheres to the records retention policy guidelines. Serves as the coordinator for open records requests for the Division, assigns request to the appropriate program area and ensures responses are submitted within the required timeframe. Provides back-up assistance to other Executive Assistants as requested. (10%)


EJF 5: Other duties as assigned include actively participating in a supporting role to meet the agency's obligations for disaster response or Continuity of Operations which may require an alternate shift or location. (5%)


Knowledge, Skills and Abilities (KSAs):


Knowledge of administrative procedures and office management principles and practices, procurement processes and procedures, and state policy related to in- and out-of-state travel.


Skill in problem solving, conflict resolution, and the operation of computers and software (e.g., Outlook, Word, Excel, and PowerPoint, Visio and SharePoint).


Ability to maintain confidentiality, provide guidance to others, perform work with a high degree of attention to detail, and take initiative to improve processes, respond to urgent issues.


Registrations, Licensure Requirements or Certifications:


N/A


Initial Screening Criteria:


1. Minimum of 5 years of work experience providing support to a senior level or C-suite/C-level executive.

2. Minimum of 5 years of work experience using Microsoft Outlook to manage calendars and schedules.

3. Experience making travel arrangements and obtaining travel reimbursements.

4. Experience purchasing supplies, goods, and/or services.

5. Experience (intermediate or advanced level) with Microsoft Word, Excel, and PowerPoint.


Additional Information:


Candidates invited the first-round interview will be required to complete a writing skills test as part of the interview process.


The selected candidate will be required to work Monday through Friday from 8:00AM to 5:00PM and be flexible to overtime during peak workloads and during legislative session.

Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at


ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.


Salary Information, Pre-employment Checks, and Work Eligibility:

  • The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
  • Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
  • DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form



Nearest Major Market: Austin

Job Tags

Full time, Temporary work, Part time, Work experience placement, Immediate start, Remote job, Flexible hours, Shift work, Monday to Friday,

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