Special Assistant to the Chief Operating Officer/Management Analyst III: Under the direction of the Chief Operating Officer (COO), the Special Assistant provides advanced professional, technical, and administrative support. This role involves high-level responsibilities related to the agency's administrative operations and serves as an administrative liaison across HHS System programs and operations. Key responsibilities include coordinating activities and projects across agencies and divisions within the HHS System on behalf of the COO. The Special Assistant also supports division deputy executive commissioners and their staff on projects managed by the Office of the COO. This role requires preparing notices, correspondences, and reports, prioritizing tasks, meeting deadlines, and managing multiple assignments with rapidly changing priorities. The Special Assistant works under minimal supervision, with considerable latitude for the use of initiative and independent judgment. Essential Job Functions: (35%) Reviews and processes incoming mail and correspondence, monitors document and correspondence control systems and makes determinations of proper assignment for dissemination. Manages outgoing mail outs. Develops and prepares office correspondence, reports, and memorandums, exercising independent judgment in coordinating timely and professional responses for information. (30%) Provides advanced professional assistance to the COO. Communicates information of administrative matters to agency executives, management, and agency staff. Responsible for the development and management of the day-to-day administrative operations of the Office of the COO, to include managing purchase orders and requisitions. (20%) Ensures continuity of activities by coordinating meetings, tracking calendars, monitoring commitments, deadlines, and assignments for the COO. Serves as the point of coordination on administrative and executive assignments for the COO, to include scheduling meetings and managing agenda items. (10%) Assists with the flow of the HHS System processes and related duties, ensuring compliance with agency guidelines. Develops new or modify existing operational program policies, procedures, goals, and objectives. Reviews and evaluates new or improved business and management practices. Assists on COO-directed projects and initiatives. (5%) Collects and analyzes data in areas such as workload, operational, business, and managerial practices; staff utilization; organizational structure and development; and space utilization. Knowledge Skills Abilities: Knowledge of: Standard office practices and procedures; Health and human services programs Skills: Preparing plans and reports; Critical thinking and problem-solving; Productivity tools: MS Office Suite, converting documents to PDF, SharePoint, and Outlook Abilities: Direct, plan, organize and coordinate work of others; Communicate effectively, both orally and in writing, and to compose and produce executive-level correspondence and other documents while handling high-level administrative issues; Accept assignments from others and maintain effective working relationships; Work independently and perform detailed work; Organize workloads, set priorities, meet deadlines, and manage a variety of responsibilities; Maintain confidentiality, exercise tact and courtesy, and uphold professionalism; Engage with the public; Manage travel arrangements Registration or Licensure Requirements: N/A Initial Selection Criteria: Bachelor's degree from an accredited college or university. Related work experience may substitute for the required education on a year for year basis with maximum substitution of four years. Experience with complex, executive level coordination and written communications. Experience coordinating work between organizational units. PC skills and experience using Word, Excel and MS Outlook. State experience preferred. Additional Information: Requisition Number 615039 This position typically allows remote work on Fridays, additional days as approved by the COO. MOS Code: Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor's Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx. HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. I-9 Form - Click here to download the I-9 form. In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS