Administrative Asst IV

Job Description:
Administrative Asst IV
This position provides highly complex (senior-level) administrative and technical assistance to the Single Audit Unit (SAU) and other staff within the Compliance and Quality Control division. Work involves processing single audit reporting packages and financial statements, assigning desk reviews, managing the SAU shared mailbox, and handling all correspondence from internal and external parties. Prepares, reviews, prioritizes, processes, distributes, tracks, and files various types of print and electronic correspondence, documents, and communications. Maintains electronic filing and tracking systems and retrieves information; also maintains electronic records. Reviews information to determine priority codes for all single audit reports, performs reconciliation of data, and assigns desk reviews. Responsible for coordinating the resolution of issues with internal and external parties.
Schedules meetings, prepares and distributes agenda items, and documents proceedings from meetings. Maintains inventories of office supplies and equipment. Works under limited supervision with considerable latitude for the use of initiative and independent judgement. Position requires self-initiative to meet assigned goals.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy.
Performs and coordinates administrative functions to ensure unit objectives are achieved. Prepares, edits, reviews, prioritizes, processes, distributes, and files various types of incoming and outgoing print and electronic correspondence, forms, and reports. Manages tracking systems for all inquiries, assignments, and deadlines. Runs queries and pulls reports daily; compiles and analyzes reports; and takes appropriate follow-up actions. (25%).
Monitors the SAU shared mailbox; processes single audit report submissions for desk reviews accurately and within established timeframes; and responds to inquiries timely. Prepares and sends print and electronic correspondence to grantees. Reviews single audit reporting packages for completeness and follows up with grantees to obtain missing items; reviews single audit schedules in the single audit reporting packages and assigns priority codes for all desk reviews; and performs reconciliation of data in the tracking systems. (45%)
Saves completed desk review files with all supporting documentation into tracking systems and archive folders. Ensures accuracy and timeliness in uploading documents, moving files, and recording dates in tracking systems. Coordinates with PCS SCOR staff to ensure required reports and letters are uploaded to SCOR. (25%).
Anticipates potential operational and administrative problems within the unit and advises the Single Audit Unit Manager. Responsible for ordering and maintaining sufficient inventory of
office supplies to avoid delays in processing and sending print and electronic correspondence. Coordinates team meetings and documents proceedings from meetings. Performs other duties as assigned and required to maintain unit operations. (5%)

Knowledge Skills Abilities:
Knowledge of office management, administrative procedures, and accounting practices.
Skill in word processing (MS Word), spreadsheet software (Excel), email (MS Outlook), and Internet software.
Skill in operating computers and programmable multifunctional copiers.
Skill in utilizing various HHSC systems and applications including HEART and SCOR.
Skill in establishing and maintaining effective working relationships.
Skill in effective verbal and written communications.
Strong administrative, organizational, and time management skills.
Skill in problem solving.
Skill in reconciling data.
Ability to implement and evaluate the effectiveness of administrative procedures.
Ability to understand complex rules, regulations, policies, and procedures.
Ability to work independently, track multiple ongoing projects, and maintain accurate records.
Ability to prioritize and manage multiple responsibilities and meet deadlines.
Ability to interact with internal and external stakeholders in professional and helpful manner.
Ability to complete detailed work and ensure accuracy of data input and electronic records.
Ability to communicate effectively verbally and in writing.
Ability to provide attention to detail and maintain a high level of accuracy.
Ability to interact with all levels of staff.
Ability to work independently in a fast-paced work environment.
Ability to operate a personal computer and various software and systems.
Ability to make sound judgements.
Ability to prepare and submit reports.
Ability to develop, track, and maintain internal record-keeping systems.
Ability to understand new information effectively and quickly.

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Four years of experience in administrative support work. Graduation from a standard senior high school or equivalent is generally preferred. Experience and education may be substituted for one another.

Additional Information:
None

MOS Code:
0111

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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.

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