Administrative Assistant III

TX-HHSC-DSHS-DFPS•Abilene, TX

6d•$2,953 - $3,660•Onsite

About The Position

The Texas Health and Human Services Commission (HHSC) seeks highly qualified candidates to fill the Administrative Assistant II position within the Community Services, Foster Grandparent Program (FGP). FGP serves a dual purpose in that it provides income-eligible adults, age 55 and older, with meaningful volunteer opportunities, while also meeting critical community needs by serving children with exceptional needs. The Administrative Assistant III reports directly to the FGP Supervisor and works under the guidance of the FGP Volunteer Services Coordinator to assist with the daily operations of the FGP service area. Responsibilities include complex administrative support work, responding verbally, by email and in writing to inquiries for information regarding the program, assisting with the collection and entry of all program data, and preparing and editing reports and documents. This position also maintains, updates, and organizes files as required by AmeriCorps, serves as point of contact in the absence of the FGP Volunteer Service Coordinator, disseminates program and resource information, and performs other administrative and technical tasks that require limited independent judgment and initiative.

Requirements

Graduation from an accredited high school or GED.
Two (2) years of work experience in office administration.
Experience in the use of standard office equipment and software including Word, PowerPoint, Excel, and Microsoft Outlook.
Experience in data entry.

Nice To Haves

Each year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year-for-year basis.

Responsibilities

Collecting, tracking and entering volunteer time and mileage into program excel spreadsheet for volunteers.
Collecting and processing time sheets for each volunteer bi-monthly.
Assisting in creating documentation for corrective action for those sites/volunteers who continuously do not submit timekeeping as required.
Keeping program data tracking lists current within program system, including enrollment forms from all incoming volunteers and required annual renewal forms for all active volunteers.
Entering volunteer information and service plans for children served by FGP volunteers into specified tracking lists.
Filing and record keeping of Foster Grandparent volunteer files, as well as Volunteer station files in accordance with AmeriCorps.
Tracking annual renewal dates for each volunteer to ensure compliance with federal guidelines.
Mailing out annual renewal reminders for all enrolled volunteers.
Tracking renewal dates for Volunteer Station Memorandum of Understanding Agreements and filing all incoming correspondence from volunteer stations and volunteers.
Assisting with intake process/training of incoming volunteers, which includes providing enrollment paperwork, scheduling criminal history appointments, and reviewing the program handbook.
Tracking incoming data such as child tracking forms, annual child progress reports, program satisfaction surveys and volunteer performance evaluations.
Collecting required data from volunteer station sites in a timely manner to meet reporting deadline requirements.
Assisting with the coordination of monthly volunteer in-service meetings, FGP events and activities, as well as special projects as assigned by AmeriCorps.
Assisting with Foster Grandparent volunteer recruitment efforts, including scheduling speaking engagements, printing applications and program fliers, and ordering promotional items.
Conducting presentations in the absence of the Volunteer Services Coordinator.
Preparing fliers, newsletters, invitations, banners, calendars, birthday cards, certificates, and awards as needed.
Attending required conferences and FGP/HHSC training as designated by FGP Manager.
Performing general office duties such as ordering supplies and answering and routing phone calls.
Serving as point of contact in the absence of the Volunteer Services Coordinator.