Job/Position Description Under limited supervision of the Immunization Business Operation Unit Director and managers, performs advanced administrative support, technical assistance, and requisition entry work for the Business Operations Unit. This includes assisting Team Leads and Staff Services Officers with assignments related to the Business Operations of the Immunization Section. Performs a variety of administrative duties in support of the program such as: disseminating information; assisting with the maintenance of digital filing systems; coordinating travel arrangements, preparing travel requests and travel vouchers; filling work requests; retrieving, sorting, and distributing mail; and ensuring that requisitions are entered and that office supplies for the Section’s needs are ordered, received and tracked using the Health and Human Services Accounting System (CAPPS Financial). Works is performed under minimal supervision with considerable latitude for use of initiative and independent judgement. May train others. Must be able to multi-task and meet workload schedules and deadlines. Essential Job Functions Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. 40% Performs complex administrative support tasks for Immunization Business Operations Director and managers. Provides administrative support as assigned by the Director and managers. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Prepares, edits, and distributes correspondences, forms, and special reports, utilizing several software applications (Word, Excel, Access, PowerPoint, and SharePoint). Develops, coordinates, and maintains administrative and technical files. Coordinates meetings and maintains Director and managers’ schedules and calendars as required. Prepares and distributes meeting notes and agendas. Coordinates the preparation, editing, proofing and distribution of technical documents, reports, correspondence, memos, and forms before submitting for signature/approval. Processes and distributes incoming communications. Assists the Staff Services Officer with pending transactions (suspense items) that need to be recorded. Ensures appropriate personnel complete the assigned suspense by specific deadline. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the Directors and Managers. 30% Coordinates regular meetings and conference calls on behalf of the Business Operations Unit Director and PIET Group. Coordinates conferences and senior management meetings on behalf of the Group. Coordinates the development of handouts and other materials necessary for all meetings. Coordinates travel for staff within the Business Operations Unit, as requested. Prepares travel requests and compiles, edits, and completes monthly travel spreadsheet. Makes travel arrangements (i.e., hotel and airline reservation, car rentals). Processes travel vouchers using the electronic Travel Reimbursement System. Logs/tracks all travel requests/vouchers for monthly expenditure reports. Interprets and disseminates information on travel procedures. Monitors the email and calendar of the Business Operations Unit and interprets and disseminates information to Management regarding critical issues. Enters purchase requests into CAPPS Financial. Tracks purchase orders, updates requisition log, and enter receiver ticket https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=587454 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.