Administrative Assistant II

TX-HHSC-DSHS-DFPS•Rusk, TX

2d•$2,829 - $3,946•Onsite

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. 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. Explore more details on the Benefits of Working at HHS webpage. Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, two youth residential treatment facilities, and thirteen state supported living centers. Psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below. The Administrative Assistant II In the SOAR area performs routine (journey-level) administrative support work in areas such as tabulating, inventory control, running reports, time recording, entering requisitions, mail processing, data entry, answering phones, preparing documents, forms, and other duties as assigned appropriate to work in the department or program. Work involves maintaining filing and data systems and general administrative support duties such as responding to inquiries and recording calendar events. Will use knowledge of the administration position to assist training clerks as needed. Works under general supervision with limited latitude for the use of initiative and independent judgment. 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, nights and/or weekends. Essential Job Functions (EJFs): Attends work on a regular basis and may be asked 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. Serves as a receptionist for the program administrative office. Answers and directs routine inquiries related to polices and procedures, records requests and redirects as needed. Communicates messages in a timely and accurate manner. Greets visitors to the program and model's professional behavior. Types sensitive documents maintaining strict confidentiality and routes to appropriate parties for approval. Prepares daily calendar information as requested. Produces, reviews and proofs correspondence, reports, purchase orders, summaries, manuals, vouchers, records and other related forms. Prepares department program reports, such as daily census, staff or individuals in care activity, other reports as required by department. Compiles, organizes and tabulates data; performs calculations and prepares reports for managers as required such as inventory levels, requisitions entered, expenditure charts and tables. Maintain adequate supplies for the unit. Prepares emergency orders for supplies as needed. Adequately and appropriately record and process all approved requisition purchases. Periodically requires going off campus for purchases. Makes copies, scans documents, files hard copy and electronic data as required. Receives, stamps, and delivers mail; maintains office equipment; retrieves packages as needed; types letters and reports for staff as needed. Performs routine clerical duties as assigned. Serves as Notary Public for the program, notarizing all pertinent documents. Acts as department notary when needed to notarize documents required. 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. Communicates and distributes all necessary information regarding department business inquiries, activities and projects to team lead or manager. Ensures communication in the department to appropriate areas (Security, Director, nursing, social services, psychiatry, etc.). Leads and assists Clerks and Administrative Assistant I's as required. 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.

Requirements

Eighteen (18) months experience in an office setting performing administrative duties.
At least twenty-four (24) months working in Microsoft Outlook, Excel, Word, PowerPoint, TEAMs.
OR Any combination of at least 24 months Microsoft Outlook, Excel, Word, PowerPoint, TEAMs experience AND working in an office setting performing administrative duties.
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 licensure.
Eligible driving record required based on HHSC Fleet Management policy.
Current notary public license or the ability to obtain within twelve months where needed.
Must be at least 18 years of age to be considered for employment at a state-operated facility.
Males between the ages of 18-25 must be registered with the Selective Service.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required.

Nice To Haves

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 evaluation 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.

Responsibilities

Serves as a receptionist for the program administrative office.
Answers and directs routine inquiries related to policies and procedures, records requests and redirects as needed.
Communicates messages in a timely and accurate manner.
Greets visitors to the program and models professional behavior.
Types sensitive documents maintaining strict confidentiality and routes to appropriate parties for approval.
Prepares daily calendar information as requested.
Produces, reviews and proofs correspondence, reports, purchase orders, summaries, manuals, vouchers, records and other related forms.
Prepares department program reports, such as daily census, staff or individuals in care activity, other reports as required by department.
Compiles, organizes and tabulates data; performs calculations and prepares reports for managers as required such as inventory levels, requisitions entered, expenditure charts and tables.
Maintains adequate supplies for the unit.
Prepares emergency orders for supplies as needed.
Records and processes all approved requisition purchases.
Makes copies, scans documents, files hard copy and electronic data as required.
Receives, stamps, and delivers mail.
Maintains office equipment.
Retrieves packages as needed.
Types letters and reports for staff as needed.
Performs routine clerical duties as assigned.
Serves as Notary Public for the program, notarizing all pertinent documents.
Acts as department notary when needed to notarize documents required.
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.
Communicates and distributes all necessary information regarding department business inquiries, activities and projects to team lead or manager.
Ensures communication in the department to appropriate areas (Security, Director, nursing, social services, psychiatry, etc.).
Leads and assists Clerks and Administrative Assistant I's as required.
Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
May require an alternate shift pattern assignment and/or location for disaster response or COOP activation.