Administrative Assistant I Community Relations

TX-HHSC-DSHS-DFPS•San Antonio, TX

1d•$2,606 - $3,405•Onsite

About The Position

The Administrative Assistant I performs (entry-level) administrative support work under the direct supervision of the Director of Community Relations. This position provides administrative and operational support for Community Relations programs, the Welcome Center, volunteer activities, special events, public information activities, and customer service functions. Responsibilities may include answering routine calls, receiving mail and packages, disseminating mail and packages, performing errands as needed on and off of campus such as picking up or dropping off mail, supplies, or assisting other areas during staff absence or as required by business need. The Administrative Assistant I participates in inventories, running reports, filling and compiling documents and forms. and other duties as assigned appropriate to work in the department or program. Work involves organizing and maintaining filing and data within computer systems (such as visitor logs, inventory counts, maintenance records) and general administrative support duties such as responding to inquiries and recording calendar events. Works under close supervision with limited latitude for the use of initiative and independent judgment. The Administrative Assistant I exercises initiative and sound judgment in prioritizing assignments while maintaining a professional, customer-focused environment. This position serves as a representative of Terrell State Hospital and is expected to interact with visitors, Local Authority Representatives (LARs), volunteers, community partners, patients, and staff in a courteous, respectful, and professional manner. Performs other duties as assigned. Other duties as assigned include actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. This position may be eligible to earn additional pay for work performed on evenings, at night and/or weekends.

Requirements

Knowledge of office procedures and basic clerical duties.
Skill in the use of Microsoft Office systems to include TEAMs, Outlook, Excel, Word and PowerPoint.
Ability to organize information both orally and in writing.
Ability to utilize and evaluate various databases effectively.
Ability to communicate accurately and tactfully both orally and in writing.
Ability to prioritize and manage tasks effectively, producing work on time, no or minimal errors.
Ability to effectively use automated office systems, equipment and basic computer software.
Must possess valid Texas driver’s license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver’s license must provide an original certified driving record from the state of driving license. Eligible driving record required based on HHSC Fleet Management policy
At least twelve (12) months of experience in a professional administrative, clerical, customer service, reception, or office support role.
Experience using Microsoft Outlook, Word, Excel, and other office software applications.

Nice To Haves

Experience interacting with customers, visitors, patients, volunteers, or the general public preferred.
Experience in healthcare, public service, community relations, volunteer services, hospitality, or customer service environments preferred

Responsibilities

Serves as a receptionist for the Community Relations Department and Welcome Center. Answers and directs telephone calls when required. Takes messages in a clear and accurate manner. Greets visitors to the program and model's professional behavior. Fills in preformed documents maintaining accuracy and files approved documents in appropriate database or cabinet. Prepares daily calendar information as requested. 30%
Sorts and files correspondence, reports, purchase orders, summaries, manuals, vouchers, records and other related forms such as daily census, staff or individuals in care activity, and other reports as required by department. Compiles, organizes and tabulates data; performs calculations and prepares reports for managers as required such as department inventories such as medical supplies and publications. 25%
Assists in maintaining adequate supplies for the unit. Prepares emergency packages for department supplies as needed. Adequately and appropriately record and process all received purchases. Periodically requires going off campus for purchases. Makes copies, scans documents, files hard copy and electronic data as required. 10%
Assists in receiving mail and delivers mail and maintains office equipment; retrieves packages as needed; types letters and receiving reports for staff as needed. 10%
Prepares and submits facility work orders as needed. Follows up on work order status and maintains work order reports. Provides clear communication between the unit and maintenance department and outside vendors such as Xerox. 10%
Communicates and distributes all required information regarding department business inquiries, activities and projects to team lead or managers. Ensures communication in the department to appropriate areas (Security, Director, nursing, social services, psychiatry, etc.). Leads and assists Clerks as needed. 10%
Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. 5%