Job/Position DescriptionPerforms highly complex administrative support and technical program assistance work. Works under the supervision of the Newborn Screening Unit Director. Provides administrative support for all areas of the Newborn Screening Unit including direct administrative support to the unit physician, and all managers. Responsibilities include planning, developing, coordinating, and monitoring internal administrative functions of the unit as directed by the unit director. Work involves supporting the work of the unit staff, maintaining filing systems, disseminating information, and communicating with internal and external customers. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the unit director with moderate latitude for the use of initiative and independent judgment. Essential Job FunctionsAttends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.(30%) Provides administrative and customer support relating to budget, personnel, and travel documents as assigned by the unit manager, medical director, and unit staff. Coordinates the preparation and editing of materials, correspondence, memos, and reports using Microsoft Office including Word and Excel. Enters requisitions into the DSHS financial information system. Proofs correspondence, memos, technical documents, and forms from Unit staff for accuracy before submitting for signature/approval of the unit director or higher authority. Maintains official copies of correspondence mailed from unit Director. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls for the unit. (20%) Monitors emails and online calendar of unit director using Microsoft Outlook. Evaluates requests and inquiries to determine which are priority matters and alerts accordingly. Keeps unit director informed of pending decisions and commitments. Coordinates assigned meetings and conference calls as needed. Makes decisions to contact unit director at offsite locations or raise issue to backup manager if the unit director is on leave status when critical situations require immediate response or action. Refers inquiries or other requests that do not require the response from the unit director to managers in the unit for appropriate staff assignment and follow up. Maintains Unit inventory and orders office supplies and other materials, makes services calls for office equipment, requests paper shredding removal, and office building maintenance requests in a timely manner for the Unit.(15%) Coordinates assigned meetings/conference calls within the unit, supporting groups as needed. Records, transcribes, and distributes minutes within established timeframes as directed by the unit director or their designee. Maintains a master schedule of all meetings and assures that necessary room arrangements and audiovisual equipment is available. Prepares, plans, and/or oversees the preparation of handouts and other materials necessary for assigned meetings. Maintains electronic distribution lists and rosters of consultant groups, standing meeting attendees and stakeholders as required.(15%) Obtains, reviews, maintains, and distributes agency and Newborn Screening Unit administrative policies, procedures, and announcements to appropriate Unit staff. Responds to inquiries from staff and managers regarding announced changes to administrative polic https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=604831 Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.