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Job/Position DescriptionAdministrative Asst IVThe Administrative Assistant IV in the HIV Care and Medications Unit (Unit) performs advanced (senior-level) administrative support and technical program assistance work for staff within the Unit, which includes the Medication Data and Analysis Group, HIV Care Services Group, and Texas HIV Medication Group. This position coordinates complex internal administrative support and assistance work as well as coordinates with other DSHS divisions, sections, units, as well as other State and Federal agencies, private entities, stakeholders, and the public on a routine basis. Develops, coordinates, and maintains electronic and hard copy filing, record management, and routing systems for the team. Receives and distributes administrative assignments and tasks to team members and other appropriate staff. The position also provides support to the Operations Unit by answering phones, directing calls and visitors. 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 Functions30% Provides administrative and customer support relating to budget, personnel, and travel documents. Receives and distributes Division, Section, and Unit administrative assignments and tasks as appropriate. Coordinates with the Operations Unit, HIV/STD Section, and HIV Care and Medications Unit staff for the preparation and editing of tables and graphs, organization charts, presentations, spreadsheets, reports, routine and special correspondence, technical reports, using Microsoft Office including Word, Excel, and PowerPoint. Proofs correspondence, memos, technical documents, and forms from team staff for accuracy before submitting for signature/approval of the Unit Director or higher authority. Prepares weekly and monthly budget reports and status reports for the HIV Care and Medications Unit. Provides logistical support for the Unit Director. Prepares staff travel arrangements, authorizations, advances, and reimbursement claims for reimbursement in accordance with agency travel procedures. Processes non-employee travel for Advisory Members for the Texas HIV Medication Advisory Committee. Track Unit travel expenses and reports to Unit Director, Section and Division. Trains and oversees Unit staff on travel policies and procedures.30% Answers the HIV/STD Section phone. Screens and refers callers/visitors to appropriate Unit/Section staff. Communicates with program clients, the public, and other stakeholders in person, by telephone, e-mail, regular correspondence, fax or over the Internet as directed. Responds and routes program inquiries according to specific guidelines and procedures. Returns telephone calls, resolves problems and provides feedback within one (1) business day under normal conditions. Maintains records of telephone calls and updates call log/records on a monthly basis.25% Coordinates meetings, conferences, conference calls, and/or site visits organized and/or attended by HIV Care and Medication Unit staff. Coordinates conference registration, reservations, as well as pre-pay and reimbursement processes at a state and federal level. Also prepares packets and materials for conferences and presentations. Records, transcribes, distributes minutes, and coordinates completing of action items within established timeframes as directed by the Unit Director or designee. Maintains https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=597117 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.