Administrative Assistant II

TX-HHSC-DSHS-DFPS•San Antonio, TX

12d•Onsite

About The Position

Are you ready to be professionally challenged? Are you looking to be part of a dynamic team of engaged and committed professionals? Then the Health and Specialty Care System (HSCS) may be just the place for you! The HSCS is comprised of eleven psychiatric hospitals located throughout the state, and one residential youth center in Waco. The HSCS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. The hospitals provide state-of-the-art treatment that is recovery-oriented and science-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan. Administrative Assistant II - Information Management performs administrative and office support for the Information Management Department. Administrative Assistant II reports to the Director of Information Management. The Administrative Assistant provides professional, efficient, and effective support to the department; establishes and maintains department records and inventory; coordinates assigned projects; and may compile and distribute notifications as it pertains to Information Technology. Responsibilities of the Administrative Assistant include: Use of standard office software to produce and maintain documents, correspondence, spreadsheets and databases; with the management of shared Information Resources (hardware and software) used by the hospital; Facilitates new hire orientation by reviewing all onboarding documents to ensure forms are completed accurately with the employe’s information and the generating of requests for obtaining access to all automation software used within the agency; Obtains information needed for Data line request assist with desktop\laptop setups, desktop\laptop transfers, and support of computer peripherals.

Requirements

Knowledge of office practices and administrative procedures.
Skill in use of personal computers and software applications in a windows environment (Word, Excel, PowerPoint, Access, Outlook).
Ability to maintain filing systems.
Ability to handle and safeguard sensitive and confidential information.
Ability to work independently and to exercise judgment in making administrative and technical decisions.
Ability to develop/implement administrative procedures and to evaluate their effectiveness; and to interpret complex rules, regulations, policies and procedures.
Ability to understand and follow verbal and written instructions.
Ability to use oral and written communication across the organization (upward, downward and laterally).
Ability to establish and maintain effective working relationships with supervisor, team members, and other department coworkers and agency personnel.

Nice To Haves

Preferred one year experience in administrative support work.
Ability to effectively communicate, both written and verbal. Evidence of multi-department support is preferred.
Experience in MS Office Suite.

Responsibilities

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Facilitates new hire orientation by reviewing all onboarding documents to ensure forms are completed accurately with the employe’s information
Manages the administrative functions and services for the information management department.
Maintains periodic review (audit) of user Local Area Network (LAN) access.
Provides group and individual user assistance on an as needed basis to resolve specific user problems.
Provides desktop support for staff using computer software. Assists in registering users in the electronic medical record (EMR) system.
Provides essential information in the use of Client Record System (CWS User roles) and Local Area Network account.
Assigns IDs, passwords and helps to reset passwords for the facilities electronic medical record (EMR) system.
Assists with the management of shared Information Resources (hardware and software) used by the hospital.
Assist in the management and inventory of facility issued cellular devices to include phones and MiFi devices.
Assists users with submitting and tracking trouble ticket requests for new computer data lines activations and computer transfers.
Monitor user trouble tickets and coordinate completion with Information Technology Department.
Assist employees, students, and volunteers with LAN Access requests form for computer access/change request for existing accounts.
Maintain and manage technical files, records, and databases according to Texas State Records Retention Schedule (RRS).
Assist in the management and inventory of the facility depot for laptops/desktops, and Computer peripherals.
Performs general office duties such as filing, answering, and routing phone calls, routing mail, and ordering and maintaining office supplies. Maintains inventory by checking stock to determine inventory level, anticipating needed supplies.
Perform related work 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.

Benefits

Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

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