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Job/Position DescriptionThe Administrative Assistant IV reports to the Director, IT Customer Service Help Desk, and focuses on identifying, validating, and streamlining standard operating business processes to achieve higher levels of management control and coordination of planning, procurement, and reporting across all ITCS business areas, coordinating standard hiring processes for employees and contractors, creating adequate historical records to ensure compliance with HHS policy and satisfaction of audit findings, assisting the ITCS' Managers with budget, workflow analysis, capacity management, planning and coordination activities. The ITCS Help Desk organization consists of approximately 110 staff (includes Managed Services Staff).The Administrative Assistant IV teams with the ITCS Help Desk Management Team to plan and coordinate several high-level administrative services functions such as human resources, budgeting, purchasing, training, and facility needs. The AAIV prepares and reviews operational and special reports. This position will coordinate HR functions for the division, including screening applicants, scheduling interviews, and assists with processing position audits. Assists in the development of the agencyand#146;s budget, policies, and procedures.May assist in the development of programs and making adjustments to methods and procedures to comply with legislative or other changes. Represents HHSC ITCS at events/meetings as needed. Essential Job FunctionsThis position will be responsible for drafting, editing, maintaining and revising various documents for the IT Customer Service Desk, to include the Standard Operating Procedures, and Definitions Document that provides a complete summary of all behavioral wording, numbering and definition decisions for the help desk. Will participate in all the quality evaluation optimization workshops to make appropriate changes and updates when needed. This position may support SharePoint Administrator for the Help Desk. Drafts and edits executive-level memoranda, presentations and communications. 15%This position will handle the Director's calendar and coordinate with all of the other managers and executives to ensure meetings are scheduled effectively. The position will also coordinate an abundance of staff training meetings, executive level meetings and all hands events, including securing space, equipment, preparing agendas, presentations and other materials, and packets for distribution. The position will also be responsible for taking meeting notes, distributing to attendees and tracking decisions and action items that result from these meetings. Coordinates meetings, conferences, and seminars. 15%This position will take the lead in coordinating responses and communications to and on behalf of the division, in regard to all agency programs, procedures and policies, to ensure compliance and consistency in the division. 10%Coordinates general office duties such as ordering supplies, performing basic bookkeeping work, updating cube name tags, maintaining organizational chart and assisting with general human resources work. 10%Maintains supplies at an acceptable level, including not only desk supplies but technical items such as headsets and laptops. Requests items as needed, using ITePro process. Coordinates all HR needs, including assembling position audit requests, job requisitions, posting of positions, coordinates job application screening for Director and managers, interview scheduling, completing and submitting new https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=617004 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.