Administrative Assistant III

Texas Health & Human Services Commission•Austin, TX

4d•$2,953 - $3,674•Hybrid

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. Under the supervision of the Civil Rights Records Manager, or designee, the Administrative Assistant III performs moderately complex administrative and technical assistance work for the Office of Chief Counsel (OCC), Civil Rights Office (CRO). Processes incoming mail, faxes, emails, and phone calls received through the main CRO mailboxes and phone lines. Disseminates information, provides referrals, maintains filing systems of confidential records, prepares reports, and conducts administrative work to support the CRO Records Management Team (RMT). Communicates with internal and external customers, verbally or in writing. Work is performed under general supervision with some latitude for independent judgment. Performs other duties as assigned.

Requirements

Knowledge of agency programs, policies, and procedures.
Knowledge of administrative procedures and basic office practices.
Knowledge of records management policies, programs, techniques.
Skill in using standard personal computer and computer software programs including word processing, spreadsheet, email, calendaring, organization software, excel and presentation software as evidenced by formal course work, training and/or previous work experience.
Skill in composing logical, clear and concise correspondence using appropriate grammar and punctuation and applying a thorough knowledge of business letter writing formats, style and protocol.
Skill in typing from draft, data entry, proofreading, writing skills, communication and organization.
Skill in maintaining and organizing filing systems with precision.
Skill in maintaining and organizing large amounts of data with precision.
Ability to work independently with general direct supervision.
Ability to manage, organize and prioritize multiple tasks simultaneously, and handle interruptions.
Ability to read, research, and interpret information to provide appropriate referrals.
Ability to handle confidential and sensitive information with tact and discretion.
Ability to deal with the public and other personnel in person and/or on the phone with a high level of customer service.
Ability to keep confidential records and prepare accurate reports from various sources.
Ability to analyze and solve work problems and plan and handle administrative issues.
Applicants must have a high school diploma or GED.
Applicants must have at least one year of work experience handling confidential records and information.
Applicants must have at least one year of work experience maintaining electronic records.

Nice To Haves

Preferred applicants will have at least one year of experience working with Health and Human Services programs, policies, and procedures.

Responsibilities

Monitors the main CRO mailboxes daily. Screens incoming correspondence (written or electronic) and phone calls. Transfers HHS and DFPS employment and service-related discrimination complaints, administrative complaints, reasonable accommodation requests, and agency-related inquiries into the RMT queue for assignment and initial processing. Routes other civil rights calls and correspondence to appropriate staff or elevates to Records Manager when appropriate.
Provides professional customer service to agency staff, clients, and the public. Provides timely and accurate information and referrals on non-civil rights calls and contacts to appropriate staff or programs. Communicates with internal and external customers in writing or over the phone.
Assists with record keeping and paper and electronic filing systems. Protects the confidentiality of agency and CRO records. Creates, secures, and maintains confidential or sensitive records in accordance with HHSC Records Management policies, procedures, and retention schedule.
Prepares and submits regular reports of work performed to the Records Manager, including the number of mail, faxes, email, and phone calls received and responses provided.
Assists in data entry of case information and other RMT activities when necessary.