Administrative Assistant II

Texas Health & Human Services Commission•San Antonio, TX

37d•$2,829 - $3,946•Onsite

About The Position

The Administrative Assistant II works in the nursing admissions area and performs routine, journey-level administrative support. Duties include tabulating information, inventory control, running reports, recording time, entering requisitions, processing mail, data entry, answering phones, preparing documents and forms, maintaining filing and data systems, responding to inquiries, and recording calendar events. The position may assist with training clerks and works under general supervision, with limited latitude for initiative and independent judgment. The position is based at San Antonio State Hospital in San Antonio, Texas, and supports the admissions/clinics department. The stated schedule is 8:00 a.m. to 5:00 p.m., Monday through Friday. The position is not eligible for telework, may involve travel up to 10%, and may require flexibility in working hours, overtime, extended hours, or participation in disaster response or Continuity of Operations activities, potentially at an alternate location or on an alternate shift.

Requirements

At least 18 months of experience in an office setting performing administrative duties.
At least 24 months of experience working with Microsoft Outlook, Excel, Word, PowerPoint, and Teams.
Skill in using Microsoft Office systems, including Teams, Outlook, Excel, Word, and PowerPoint.
Ability to organize information orally and in writing.
Ability to use and evaluate various databases effectively.
Ability to communicate accurately and tactfully, orally and in writing.
Ability to prioritize and manage tasks effectively and produce timely work with no or minimal errors.
Ability to use automated office systems, equipment, and basic computer software effectively.
Must possess a valid Texas driver's license or obtain one within 90 days after hire. Applicants holding an out-of-state license must provide an original certified driving record from that state; an eligible driving record is required under HHSC Fleet Management policy.
Must have a current notary public license or be able to obtain one within twelve months where needed.
Must pass applicable fingerprint criminal background, pre-employment drug, and registry checks.
Applicants must be at least 18 years old for employment at a state-operated facility.
Must comply with HHSC immunization policy and state hospital operating procedures related to immunizations.

Responsibilities

Serve as receptionist for the program administrative office; answer and direct routine inquiries, relay messages, greet visitors, prepare daily calendar information, and route sensitive documents while maintaining confidentiality.
Produce, review, and proof correspondence, reports, purchase orders, summaries, manuals, vouchers, records, forms, and other documents.
Prepare department reports, compile and tabulate data, perform calculations, and prepare information for managers, including inventory, requisition, and expenditure reports.
Maintain unit supplies, prepare emergency supply orders, record and process approved requisition purchases, and periodically go off campus to make purchases.
Copy and scan documents and maintain hard-copy and electronic files.
Receive, stamp, and deliver mail; maintain office equipment; retrieve packages; and type letters and reports for staff.
Serve as a Notary Public for the program and notarize pertinent documents when needed.
Prepare facility work orders, follow up on their status, maintain work order reports, and communicate with the maintenance department.
Communicate department business information, inquiries, activities, and projects to the team lead or manager, and coordinate communications with areas such as Security, the Director, nursing, social services, and psychiatry.
Lead and assist clerks and Administrative Assistant I employees as required.
Participate in or support agency disaster response, recovery, or Continuity of Operations activation as assigned.
Perform other duties as assigned.