Immunization Executive Assistant

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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.

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Functional Title: Immunization Executive Assistant
Job Title: Executive Assistant II
Agency: Dept of State Health Services
Department: Immunization Unit
Posting Number: 15846
Closing Date: 04/26/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $4,020.33 - $5,178.00
Pay Frequency: Monthly
Salary Group: TEXAS-B-19
Shift: Day
Additional Shift: Days (First)
Telework: Not Eligible for Telework
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 (DHT)
Other Locations:
MOS Codes: 0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN
YNS

Job Description:

Under the direction of the Immunization Section Director, the Executive Assistant II performs highly complex, senior-level professional assistance and support work. The Executive Assistant II provides direct executive-level support to the Immunization Section Director. The Executive Assistant is responsible for coordinating and maintaining the daily schedule for the Immunization Section Director, scheduling meetings and trainings, responding to inquiries, facilitating written and verbal communication to Immunization Section staff and staff outside of the Immunization Section, coordinating and tracking executive assignments and activities, making travel arrangements and processing travel reimbursements, completing purchase requisitions, and performing other duties as assigned. The Executive Assistant II position requires leadership qualities such as adaptability, flexibility, dependability, and accountability. Much of the work performed is self-appointed and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. The Executive Assistant II position requires excellent writing and verbal communication skills, the ability to manage confidential information, and the ability to work effectively and efficiently with agency executives, Immunization Section staff, and other stakeholders. The Executive Assistant II must be able to handle the demands of a fast-paced office with constantly changing demands and priorities. Position works under limited supervision with considerable 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.

Provides executive-level administrative assistance to the Immunization Section Director. Evaluates requests and inquiries to determine which are priority matters and alert the Section Director accordingly. Ensures effective management of the Section Director’s schedule. Coordinates, schedules, and prioritizes internal and external appointments, meetings, and conference calls for the Section Director. Monitors and maintains the Section Director’s calendar in Microsoft Outlook. Ensures the calendar is updated and identifies potential scheduling conflicts. Organizes and prepares for daily meetings, including gathering documents and attending to logistics of meetings, including scheduling conference rooms and preparing handouts and other materials necessary for assigned meetings. Maintains electronic and hard copy filing and record-keeping systems. Interacts frequently via telephone, email, and TEAMs with Immunization Section staff. Attends meetings, including taking minutes and capturing action items, as requested by the Section Director. Interacts regularly with employees in the Immunization Section, Infectious Disease Prevention Division, and other areas of the agency. (40%)

Manages action items for the Section Director to ensure timely approval of contracts, reports, correspondence, and HR related documents. Logs and tracks all documents that require the Section Director’s signature. Monitors Section Director’s e-mail to track and respond to requests for meetings, deadlines, and assignments as appropriate. Assists in the coordination and tracking of various administrative assignments and/or project deliverables for the Immunization Section. Reviews, analyzes, routes, prioritizes, and distributes incoming and outgoing mail, correspondence, and other administrative documents. Assists in the preparation of correspondence, memos, reports, presentations, briefing notebooks, and other documents using Microsoft Suite products (e.g., Outlook, Word, Excel, PowerPoint, and Visio). Process all documents in a timely, efficient, and confidential manner. (30%)

Prepares and coordinates all travel arrangements for the Immunization Section Director through the e-Travel system. Ensures in-state and out-of-state travel requests are prepared according to agency and division policy and tracked through final approval or denial. Assists with entering requisitions for ordering and receiving office supplies and other items as needed by the Immunization Section. Provides backup administrative assistance to other Immunization Section leadership and employees as needed. (20%)

Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (5%)

Knowledge Skills Abilities:

• Knowledge of agency administrative policies and procedures
• Knowledge of state records retention policies and procedures
• Knowledge of travel policies and procedures
• Knowledge of purchasing policies and procedures
• Knowledge of Microsoft Office software products (Microsoft Outlook, Word, Visio, Excel, PowerPoint,
• and other software)
• Knowledge of other office software products (Adobe Acrobat Pro and other software)

• Skill in office management procedures
• Skills in organization, time management, and planning
• Skills in developing goals and objectives, problem-solving techniques, and development of procedures to monitor and evaluate progress
• Skills in interpersonal skills
• Skills in maintaining calendars and scheduling meetings
• Skills in developing, maintaining, and monitoring tracking systems
• Skills in creating and maintaining filing systems

• Ability to analyze complex work problems and to make decisions affecting the operation of administrative functions.
• Ability to communicate effectively orally and in writing
• Ability to work effectively with agency personnel and the public.
• Ability to work independently and gather information from a variety of sources and synthesize and translate detailed information into simpler terms.
• Ability to work on multiple projects with frequent deadlines.
• Ability to assign, delegate, and coordinate work assignments of others.
• Ability to compose, proofread, and edit memos, letters, reports, and other administrative documents for grammatical content.
• Ability to establish and maintain effective, positive working relationships with supervisors and co-workers, maintaining confidentiality as required.
• Ability to adapt to a fast-paced dynamic work environment.
• Ability to maintain confidential information

Registration or Licensure Requirements:

None

Initial Selection Criteria:

• Graduation from an accredited 4-year college or university preferred OR at least five (5) years of work experience in an office setting as an Executive Assistant or Administrative Assistant providing high-level administrative support to executive leadership. This experience must be within the last ten years. State government experience preferred.
• Two (2) years of experience developing administrative processes and procedures.
• Two (2) years of experience creating travel arrangements and reimbursement.

Additional Information:

Work Hours and Location Note: Applicants must have the ability and willingness to work core business hours, Monday through Friday from 8:00 AM – 5:00 PM. Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. This position is based in-person at offices located in Austin, Texas. This position will be required to work in the office full-time.

Salary Note: Agency salary policy, budget, and candidate’s qualifications will dictate the final salary offer.

Visa Sponsorships Note: Must be legally authorized to work in the U.S. without sponsorship.

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.

Salary Note: Agency salary policy, budget, and candidate’s qualifications will dictate the final salary offer.

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 https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

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