Executive Assistant – Technology and AI

Overview

Executive Assistant – Technology and AI Jobs in Washington, DC at CVS Health

A STATE OF TEXAS APPLICATION DOES HAVE TO BE SUBMITTED FOR REVIEW. RESUMES IN LIEU OF APPLICATIONS ARE NOT ACCEPTED. YOU AN DOWNLOAD A STATE OF TEXAS APPLICATION FROM OUR WEBSITE.

The Administrative Assistant is selected by and responsible to the Administrative Services Program Supervisor and performs complex administrative support work. Duties include mail management, coordinating the conversion of paper records to electronic imaging and storage, processing requests for Parent Taught Driver Education packets, data entry, processing requests for information, coordinating supply requests, completing daily reports of incoming work, and providing other administrative services as needed. May train others on administrative tasks. Work is performed under general supervision with moderate latitude for the use of initiative and independent judgment. Work requires frequent contact with department staff and vendors and contact with the public.

Essential Duties

· Prints license certificates, letters, notices, and licensing reports daily; reviews outgoing correspondence to ensure compliance with mail standards; prepares output for mailing. Completes mass mailings of agency materials. Work requires use of folding machines to prepare mailings.

· Delivers outgoing mail to agency mailroom; retrieves mail; and sorts and distributes incoming correspondence. Documents incoming batches, returned mail, and non-money mail by performing accurate data entry of required information into spreadsheets and databases.

· Retrieves completed paper applications, renewals, and other licensing documents and reviews to ensure the items have been correctly prepared for electronic imaging in the agency’s Electronic Document Imaging System (EDIS). Returns non-compliant records to the appropriate licensing team for corrections. Creates and reviews audit records to ensure that the vendor has properly imaged and uploaded the records to the EDIS. Documents inaccuracies and works with the vendor to correct. Coordinates weekly paper file transfer and retrieval with the vendor.

· Reviews and processes incoming requests for Parent Taught Driver Education packets. Reviews documentation to ensure completeness, accuracy, and compliance with applicable statutes, rules, and policies. Data enters information and fee payments. Assists with reviewing and processing license applications and license renewals. Generates letters of incomplete application. Issues licenses when all requirements are met. Updates data in licensing systems as needed and prepares documents for imaging.

· Maintains basic inventory of office supplies; ensures adequate printing and mail supplies are always available; and requests supplies as needed. Coordinates requests for supplies and distributes requested items to staff. Maintains copiers and folding machines and submits repair requests when needed.

· Provides guidance regarding policies and procedures to licensees and the public through email and in-person interactions.

· Accurately prepares record disposition logs and ensures documents are disposed of in accordance with agency records retention policy and procedures.

· May locate and produce documents responsive to Open Records Requests and subpoenas.

· Participates in special projects of the division or agency and performs other duties necessary to fulfill the requirements of the division.

· Complies with division and/or agency training requirements.

· Keeps management appropriately informed of ongoing activity and critical matters affecting the operational well-being of the agency.

· Demonstrates a spirit of teamwork offering positive and constructive ideas, encouragement, and support of other members of the team and division staff.

· Adheres to all TDLR Personnel Policies and performs other duties as assigned or required to maintain agency and division operations.

Minimum Requirements

Six (6) months experience in a clerical or administrative support work required. Experience with imaging documents is preferred. Graduation from a standard high school or equivalent required. Thirty (30) hours of college credit may substitute for the experience requirement.

The position is located at the North Campus 1106 Clayton Lane Austin, TX 78723.

Essential Duties

· Answer the division’s main phone lines, screen calls, and handle or forward calls as appropriate.

· Process all incoming and outgoing mail for the division, including all complaints filed with the agency.

· Update the case management system and other databases regarding complaints received.

· Maintain filing, record-keeping and record management systems.

· Generate daily and monthly reports of statistics from the case management system.

· Prepare and process purchase requisitions and travel vouchers for all employees of the division.

· Research and explain the agency’s laws, rules, policies and procedures, both orally and in writing.

· Perform duties in accordance with the Complaint Resolution Procedures Manual, the Enforcement Plan and the Criminal Conviction Guidelines.

· Assist in responding to public information requests.

· Comply with division and/or agency training requirements.

· Demonstrate a spirit of teamwork, offering positive and constructive ideas, encouragement and support to other members of the staff and team while upholding the agency’s core values.

· Keep management appropriately informed of ongoing activity and critical matters affecting the operation and well-being of the agency.

· Adhere to all TDLR personnel policies and performs related work as assigned.

Minimum Requirements

One (1) year of responsible experience in secretarial or administrative support work required, including experience with handling a large volume of phone calls on a daily basis. Graduation from a standard high school or equivalent required. Two years of college coursework from an accredited college or university may be substituted for the experience requirement. Bilingual candidates preferred, particularly those with Vietnamese language skills.

Remarks

The successful candidate will have:The ability to answer a multi-line phone system; to use a computer and software such as Microsoft Word, Excel, Access, and e-mail; to draft basic business correspondence using proper spelling, punctuation, sentence structure, and grammar; and to interpret and explain agency laws, rules, policies and procedures in a clear and concise manner. He or she will also have excellent customer service skills and the ability to establish and maintain courteous, effective working relationships. He or she will be skilled in various research techniques, including Internet research. Bilingual candidates preferred.

Job Type: Full-time

Pay: $43,500.00 – $44,500.00 per year

Benefits:

401(k)
Dental insurance
Employee assistance program
Flexible schedule
Flexible spending account
Health insurance
Life insurance
Paid time off
Professional development assistance
Retirement plan
Tuition reimbursement
Vision insurance

Schedule:

8 hour shift

Work Location: In person

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Title: Executive Assistant – Technology and AI

Company: CVS Health

Location: Washington, DC