Cio Executive Assistant

* This is a hybrid position, and the employee must be able to come into the office 2-3 days a week.*
The Staff Services Officer I reports to the HHSC – Chief Information Officer (CIO) Office Manager. Responsibilities include support and assistance to the CIO Leadership Team, to include the Chief Information Officer, CIO Office Manager, Public Health Portfolio Project Manager and Deputy CIO’s. Oversees high-level administrative operations for HHSC IT, an organization of approximately 1,500 staff. This position performs routine administrative support and/or technical program assistance work and will work closely with Staff Services Officer IV.
Duties include maintaining various calendars, preparing, editing, and distributing correspondence, reports, studies, forms, and documents; develops, coordinates, and maintains record keeping and filing systems; responds to inquiries and interprets rules, regulations, policies, and procedures; assists in the development of administrative. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Coordinates complex meetings with up to 30 attendees ranging from Deputy Executive Commissioners and various DSHS staff. Coordinates conference rooms and travel arrangements. Establishes meeting agendas, scribes meeting notes (documenting meeting decisions to produce Open Records) and tracks numerous action items.
Coordinates projects, major assignments, and requests, from DSHS and CIO office. Makes recommendations on how to approach assignments. Follow up with team members to ensure closure on action items. Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports submitted. Ensures all tasks/projects assigned are dealt with in a timely manner, meeting all deadlines, and obtaining all approvals as needed.
On an ongoing basis, reports on program area and system-wide project issues, and formulates strategies to resolve issues; develops, monitors and reports project milestones; assesses project risks and develops plans for risk mitigation; analyzes various budgets. Develops and maintains monthly reports including updates for DSHS and all HHS agencies on high visibility information technology projects. Interprets policy and procedures for developing IT policies.
Provides general staff services functions such as:

Assist with managing CIO calendar, to include updating meeting invitations, maintaining meeting distribution list current, coordinates with DSHS and DSHS program areas regarding ad-hoc meeting requests, and/or other IT related questions and requests

- Coordinates procurements/purchase requests - determines staff needs, researches available solutions, provides expert advice to management on best procurement method, prepares paperwork for procurements,
- Budget tracking - recommending expenditures, analyzing monthly budget reports, reporting on trends, giving expert advice to management on how to resolve issues, for CIO office budget of approximately $2M annually), and

Coordinates miscellaneous staff requests for tasks to involving the Public Health Portfolio Project Manager, gives expert advice to management on how to streamline signature and approvals routing based on current policies and practices in effect, and other logistics activities. Plans and coordinates special and administrative assignments and programs, such as annual inventory reconciliation. Participates in the development of office procedures, including writing, disseminating, and revising IT management policies such as how to handle departing employees' electronic files and document approval workflows.

Gives expert advice on HR functions, such as hiring and separations. Drafts job postings, screens applications, plans interviews, administers in basket exercises, secures system access, and facilitates exit activities. Tracks compliance with HR policies such as evaluation currency and required training.
Acts as liaison to other program staff to include DSHS and other agencies or HHS divisions concerning programs and initiatives being managed by the office. Provides input, technical assistance, and guidance to staff (internal, DSHS and other HHS divisions) in the development and implementation of activities and initiatives. Interacts regularly with other HHS executive staff offices to coordinate assignments. Develops and coordinates the implementation of assigned administrative and projects/initiatives

Knowledge Skills Abilities:
Knowledge of state government structure and functioning.
Knowledge of human resources policies and procedures.
Knowledge of recruiting processes and procedures.
Knowledge of procurement processes and procedures.
Skill in project management and time management.
Skill in building and maintaining effective working relationships, exercising professional judgment, tact, discretion, and diplomacy.
Skill in managing multiple and competing priorities.
Skill in independently prioritizing, planning, coordinating, and organizing multiple tasks simultaneously and quickly adapting to changes and timeframes.
Skill in using office software such as SharePoint and Microsoft (including Excel, Outlook, and Word).
Skill in problem solving and conflict resolution.
Skill in working collaboratively and cooperatively with diverse groups.
Skill in verbal, written, and presentation communication.
Skill in identifying and analyzing problems, evaluating alternatives, and proposing effective solutions.
Skill in data analysis.
Ability to apply principles of time management. Ability to communicate both in writing and verbally.
Ability to manage, manipulate, and analyze complex databases.
Ability to manage multiple priorities and devise solutions to administrative problems.
Ability to work collaboratively with peers and to develop consensus.
Ability to use initiative and independent judgment within established policies and procedural guidelines.
Ability to perform work with a high degree of attention to detail.
Ability to take initiative to improve processes, respond to urgent issues, and maintain confidentiality

Initial Selection Criteria:
A minimum of two years’ experience in office management, business administration, information technology, human resource administration, or budget preparation/coordination work.
Experience providing administrative support to a senior manager and their staff.
Experience directly coordinating, tracking, and responding to executive assignments.
Experience organizing, managing, and completing multiple assignments with competing deadlines.
An in-basket exercise will be required as part of the interview process.

Additional Information:
This is a hybrid position, and the employee must be able to come into the office 2-3 days a week.

MOS Code:
There are no direct military occupation(s) that relate to the responsibilities, and registration 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.