Administrative Assistant IV

TX-HHSC-DSHS-DFPS•Austin, TX

22h•Onsite

About The Position

Performs complex (Senior-level) administrative support work for the Maintenance Department. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. Will provide guidance to others. Works under limited supervision, with extensive latitude for the use of initiative and independent judgment. 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.

Requirements

Knowledge of standard office practices, administrative procedures and use of standard office equipment and software.
Knowledge of and experience working with confidential personnel records and/or information.
Knowledge of record keeping and filing systems.
Knowledge of HIPAA, PHI and confidentiality requirements for patients and staff.
Skilled in the knowledge and skills of computer use and the written language including spelling, punctuation and business English.
Skilled in the use and operation of personal computers and Microsoft Office Suite (Word, Outlook, Excel, Access) with an intermediate knowledge of Microsoft Excel and Word.
Ability to effectively answer inquiries or route to appropriate area for response.
Ability to communicate effectively using both oral and written communication with all levels of staff.
Ability to multi-task and work under pressure.
Must possess valid Texas driver’s license or obtain one 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.
Minimum of four (4) years’ experience in performing senior-level administrative assistant duties and dealing with short deadlines.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE).
Males between the ages of 18-25 must be registered with the Selective Service.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required.

Nice To Haves

Previous administrative experience for a large department is preferred.

Responsibilities

Performs complex administrative and support work, for both regular assignments and projects, for the Maintenance Department (e.g., drafting documents, forms, reports and correspondence).
Coordinates and maintains timekeeping, including leave schedules.
Assists the Program Supervisor in compiling data for purchasing requisitions, including familiarity with the CAPPS Financial System.
Maintains the record-keeping, approvals and filing of vendor invoices.
Communicates on an advanced level with internal and external customers to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.
Prepares and distributes mail, management reports, correspondence, forms, and other materials.
Coordinates with all departmental managers in handling office equipment, orders and inventory, and escalates hardware or software problems to IT.
Performs as a department level expert on office machines and equipment.
Responds to routine inquiries and has a thorough knowledge of the department and Austin State Hospital’s policies and procedures.
Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the department’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation including nuclear emergency response drills, exercises and actual response to accidents. Such participation may require an alternate shift pattern assignment and/or location.