Administrative Assistant IV

TX-HHSC-DSHS-DFPS•San Antonio, TX

1d•$3,248 - $4,837•Onsite

About The Position

The Administrative Assistant IV serves as primary administrative support for Quality Management Department at Terrell State Hospital. Performs responsible and complex administrative secretarial work, serves as intermediary in carrying out delegated detailed administrative duties, and as communication liaison for Quality Management. Work involves assisting in the performance of detailed and specialized projects pertaining to fiscal, administrative, and/or program functions of the Quality Management department. Assembles, organizes, and tabulates statistics and data generating reports for the monitoring and evaluation of Quality Management. Work requires familiarity with the laws and regulations controlling the agency, its functions, policies and procedures, and the making of decisions in the application of such laws and regulations. Work is performed under minimal supervision with latitude for the exercise of independent judgment. Prepares routine and special correspondence, reports, studies, forms and documents. Assists the QM Director with preparation and recording of budget figures and monitoring of Quality Management expenditures. Develops special administrative analyses and summaries of quality improvement activities, staffing reports, and assists with coordinating staff. Assists in the research, development and preparation of educational/promotional materials. Develops, coordinates and maintains complex personnel records on all Quality Management staff. The position demonstrates the ability to assume responsibility without direct supervision; exercises initiative and judgment; and makes decisions within the scope of assigned authority. This position supports a busy and multitasking office with administrative level Quality Management staff who conduct multifaceted monitoring of Quality Management performance throughout the hospital to ensure compliance with governmental entities, laws, and accreditations. This position is fast paced, multitasked, deadline oriented, and works with several managerial levels. Must understand that duties, location of job assignment, and shift pattern are subject to change as determined by the administration to meet the needs of Hospital. Must understand that the duties may include exposure to blood or other potential infectious materials. Employee 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. Supports the mission and vision of the facility. 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. Must understand that duties, location of work, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. Must understand that the duties may include exposure to blood and other potential infectious material.

Requirements

Knowledge of office practices and administrative procedures.
Knowledge of business English, spelling and grammar.
Knowledge of state travel policy and procedure.
Knowledge of record keeping and filing systems.
Skilled in the use of standard office equipment.
Skilled in the use of electronic data and/or word processing equipment and software, to include Microsoft office products (Outlook, Word, Excel, PowerPoint).
Skilled in written communications.
Skilled in proofreading, editing, and formatting.
Skilled in verbal communications.
Proficiency in Microsoft Office application.
Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to train others.
Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively, provide guidance and train others.
Ability to work independently and as a team member.
Ability to manage multiple projects while meeting timelines.
Ability to prepare correspondence, forms and requisitions.
Ability to implement administrative procedures and to evaluate their effectiveness.
Ability to communicate efficiently and effectively using both written and verbal skills.
Ability to interpret complex rules, regulations, policies and procedures.
Ability to understand the basic elements of mental health programs.
At least four (4) years of administrative level support experience. Five (5) years without degree.
At least four (4) years of experience with use of MS Office software, especially Outlook, Word and Excel required.

Nice To Haves

Two (2) year college degree in business administration or similar preferred.

Responsibilities

Serves as primary administrative support for the Quality Management Director and is responsible for planning, directing, organizing, and monitoring flow of work in Quality Management; schedules and maintains appointment book of the QM Director; and coordinates special projects.
Serves as a communication liaison between Quality Management and contacts with other departments, i.e., direct reports of the QM Director, unit staff, hospital disciplines and departments, other agencies and facilities, and the community. Responds to inquiries regarding policies and procedures. Screen and monitor phone calls, handling or routing of calls that do not require personal attention of the QM Director, may refer calls to the appropriate person or department, and direct visitors to appointments/locations.
Develops, coordinates, and maintains filing system for correspondence, minutes, reports, nursing schools, competency files, and employee tracking files for Quality Management.
Position is responsible for collecting and/or preparing reports or manuals as directed. Compiles data for charts, graphs, and databases. Prepares report summaries as directed.
Serve as the secretary to various Committees when this is done locally, recording official action, preparation of minutes, as well as transcribing witness testimony when applicable.
Position is responsible for all mail distribution for Quality Management. Position will review, sort, and screen all documents and correspondence, handle and/or route to other departments any correspondence that does not require QM Director’s personal attention.
The position is responsible for maintaining tracking system for time sensitive material, i.e., job descriptions and performance evaluations, monthly notification letters concerning license verification of licensed staff, and special projects assigned.
Position coordinates meetings chaired by the QM executives staff committee meetings, and is responsible for preparing agendas and taking, transcribing, and distribution of minutes of meetings as indicated. Position coordinates locations, calendars, announcements, and reminders of meetings. Ensures all reports and summaries are completed and turned in by assigned deadlines and prior to coordinating meetings from the QM team.
Compiles and prepares materials for QM conferences and job fairs. Coordinates travel arrangements for the Quality Management Department attendees.
Assists in compiling and analyzing data, making calculations, manipulating complex spreadsheets and tables, and prepares and disseminates reports.
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.