CPS SO Admin Asst IV

: CPS SO Admin Asst IV The Administrative Assistant IV provides administrative assistance to the Associate Commissioner for Child Protective Services, Deputy Associate Commissioner for Child Protective Services, and Directors. Work involves scheduling meetings and conferences; facilitating travel arrangements; compiling and analyzing data and reports; printing and copying materials; tracking executive and divisional assignments, special projects, and required reports; developing, coordinating, and maintaining filing systems and retrieving information; handling sensitive and confidential information; and maintaining personnel records. The position interacts routinely with the CPS Associate Commissioner, Deputy Associate Commissioner, Directors and Division Administrators, CPS staff, agency staff, upper-level management within the agency, other government entities, stakeholders, and the public. Work is performed under limited supervision with considerable latitude for the use of initiative and independent judgment. Works under pressure to meet short deadlines and ensures sensitive information is held in strict confidence. Essential Job Functions:

• Provides primary support and coordinates activities for the CPS Associate Commissioner, Deputy Associate Commissioner and Directors.
• Schedules meetings, teleconferences, conferences and travel, including monitoring calendars and processing required travel documentation. Prepares and distributes agenda items and materials for the meetings. Answers inquiries from staff, the general public, or others regarding meetings and calendars.
• Prepares, edits, types, reviews, prioritizes, processes and distributes various types of incoming and outgoing print and electronic correspondence, forms and reports.
• Coordinates, transcribes, or composes various assignments and information for the Associate Commissioner's attention or signature.
• Handles inquiries and complaint calls, responds to questions, takes messages, and provides general information and/or referrals.
• Supports general hiring and human resources functions, such as scheduling interviews, monitoring training delinquency, and coordinating schedules for staff coverage.
• Develops and maintains filing and record keeping systems, including electronic files.
• Coordinates with other CPS State Office support staff and develops standards and methods to ensure coverage for and general support to all CPS state office staff, including supporting phone coverage for the CPS state office information line.
• Anticipates potential operational and administrative problems within the department, and advises manager.
• Performs other duties as assigned and required to maintain unit operations.
• Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all-work related contacts.
• Attends work regularly in accordance with agency leave policy.

Knowledge Skills Abilities:

• Knowledge of office practices, management, and administrative procedures.
• Knowledge of Microsoft office software, including Excel.
• Skill in establishing and maintaining effective working relationships.
• Skill in effective verbal and written communication.
• Skill in working in an office supporting several staff members.
• Strong administrative and organizational skills.
• Ability to effectively handle and prioritize multiple assignments in a dynamic environment.
• Ability to provide attention to detail and maintain a high level of accuracy.
• Ability to interact with all levels of staff.
• Ability to work independently in a fast-paced environment.
• Ability to operate a personal computer and various software packages.
• Ability to make sound judgments and to demonstrate tact in decision-making.
• Ability to work independently.

Registration or Licensure Requirements: none Initial Selection Criteria: Minimum qualifications section will include education and experience.

• Graduation from high school or equivalent.
• Two years full-time administrative support, general office, clerical, secretarial or Texas Department of Family and Protective Services experience, or state agency experience.

Acceptable Substitutions:

• Thirty semester hours from an accredited college or university may be substituted on a year for year basis for the required experience.

Additional Information: Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include:42A, LS, 0111, 4430, 8A200. For more information see the Texas State Auditor's Military Crosswalk at MOS Code: 42A, LS, 0111, 4430, 8A200

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.