Overview
Administrative Assistant III Jobs in Austin, TX at Texas Health and Human Services Commission
Position Overview
The Administrative Manager Mid-Level coordinates and supports services to organizations within Navy program office. This position manages services that allow organizations to operate efficiently and implements procedures to improve productivity and customer service while supporting the physical workplace coordination with personnel and organizational work.
Key Responsibilities
Administrative Services Management
Coordinate and support secretarial and reception services
Manage administration, payroll, conference planning and travel arrangements
Oversee information and data processing activities
Coordinate mail, materials scheduling and distribution
Manage printing and reproduction services
Oversee records management and telecommunications management
Coordinate security, parking, and personal property management
Handle procurement, supply, and disposal of materials
Process Improvement and Coordination
Implement procedures to improve productivity and customer service
Coordinate the physical workplace with people and organizational work
Acquire, distribute, and store supplies as needed
Oversee disposal of surplus property or unclaimed property
Ensure compliance with organizational policies and procedures
Administrative and Executive Support Tasks
Answer telephones, take messages, and route calls appropriately
Greet visitors and handle inquiries or direct them to appropriate personnel
Operate office equipment including phones, copiers, and fax machines
Open, read, route, and distribute incoming mail and correspondence
Schedule and maintain shared office calendars
Schedule and confirm appointments for executives and program office leadership
Arrange conference, meeting, and travel reservations
Train and orient new staff on office administrative policies and procedures
Prepare official documentation in accordance with required standards
Manage paper and electronic filing systems
Compose and distribute meeting notes, routine correspondence, and reports
Create, maintain, and enter information into databases
Maintain aspects of program Teams and SharePoint sites
Interpret administrative and operating policies for employees
Set up and oversee administrative policies and procedures
Training and Development Support
Conduct training activities as required
Plan and develop training curriculum and programs
Coordinate training with other Navy organizations
Develop training manuals and educational materials
Review and evaluate training programs for compliance
Education Requirements
Minimum: No specific education requirements
Preferred: Bachelor’s degree
Experience Requirements
Required: 5 years of professional experience
Preferred: More than 7 years of professional
Required Qualifications
Secret security clearance (interim acceptable)
Experience in administrative management and support services
Proficiency with Microsoft 365 products and applications
Strong organizational and coordination skills
Excellent written and verbal communication skills
Ability to manage multiple administrative functions simultaneously
Experience with Navy or DoD administrative processes preferred
Technical Skills
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
SharePoint and Teams administration
Database management and data entry
Electronic filing and document management systems
Travel booking and conference planning systems
Records management systems
Office equipment operation (copiers, fax machines, phones)
Capabilities
Shows competent skills associated with the labor category, performs moderately complex tasks independently and complex tasks with some guidance and feedback, and completes tasks on time and to a standard that is satisfactory.
Work Environment
Location: Washington, DC and San Diego, CA (with potential travel up to 10%)
Work Schedule: Monday-Friday, core hours 0900-1500, 40 hours per week
Performance Standards
Deliverables must be timely, accurate, complete, and properly formatted
Must comply with DoD instructions, templates, and industry standards
Performance tracked in accordance with Quality Assurance Surveillance Plan (QASP)
Must demonstrate cost-effective administrative support and customer satisfaction
Ensure smooth administrative operations with minimal disruption to mission activities
Key Success Metrics
Efficiency in administrative processes and procedures
Quality and timeliness of administrative support services
Effectiveness in coordinating multiple administrative functions
Customer satisfaction from supported personnel
Compliance with organizational policies and security requirements
Job Type: Full-time
Pay: $90,000.00 – $110,000.00 per year
Benefits:
Health insurance
Paid time off
Schedule:
Monday to Friday
Security clearance:
Secret (Required)
Work Location: In person
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Title: Administrative Assistant III
Company: Texas Health and Human Services Commission
Location: Austin, TX
