Administrative Assistant

Texas Health & Human Services Commission • Tyler, TX

4d • $2,694 - $3,405 • Onsite

About The Position

The Texas Department of Family and Protective Services (DFPS) Administrative Assistant provides administrative support to the unit supervisor and staff and interacts routinely with DFPS employees and the general public. The position is based in the CPS Investigations Region 4 in Tyler, Texas, and is not eligible for telework. Travel may be required up to 25%. The role supports office operations, prepares and maintains documents and records, enters information into agency systems, and provides information or referrals to community resources.

Administrative Assistants may also be asked to work with DFPS caseworkers to supervise children without placement, primarily children ages 10 to 17, at an office or community location. This may include helping ensure the children’s safety and needs for food, hygiene, education, and recreational activities are met. This work could require a schedule outside normal hours, for which overtime compensation may be earned.

Requirements

• High school graduation or equivalent.
• One year of full-time administrative support, general office, clerical, secretarial, or DFPS experience. Thirty semester hours from an accredited college or university may substitute for the required experience on a year-for-year basis.
• Knowledge of office practices and administrative procedures.
• Skill using Microsoft Works or a Windows environment.
• Skill in establishing and maintaining effective working relationships.
• Effective verbal and written communication skills.
• Ability to work in an office supporting several staff members and interact with all levels of staff.
• Ability to work independently in a fast-paced environment and handle multiple assignments in a dynamic environment.
• Ability to operate a personal computer and various software packages at an advanced level.
• Ability to work with confidential information.
• Ability to operate basic office equipment, including fax, copying, and adding machines.
• Selected applicants must pass a background check and, if applicable, a driver’s record check.
• Must complete required security-related training and comply with agency cybersecurity and communications system usage policies.
• Staff must be familiar with WCAG 2.1 AA and Section 508 accessibility standards for electronic information resources.

Responsibilities

• Answer and screen telephone inquiries, take and route messages, and record intake information for referral to caseworkers.
• Greet visitors, respond to general questions, and direct callers to the appropriate location.
• Prepare correspondence, forms, narratives, travel vouchers, meeting notes, performance evaluations, and other unit documents.
• Assist staff with office processes and operations, including troubleshooting office software and equipment such as copy and fax machines.
• Sort and route mail.
• Prepare time and leave forms and arrange and process travel reimbursements.
• Assist with training activities as needed and provide backup for other unit administrative assistants.
• Maintain a system for progress updates and develop and maintain forms, case files, and reports.
• Enter data into IMPACT and other electronic programs and systems.
• Provide program and agency information and make referrals to community resources.
• Attend work on a regular and predictable schedule in accordance with agency leave policy, and perform other duties as assigned.
• Promote and demonstrate respect for cultural diversity among coworkers and work-related contacts.
• When assigned, assist DFPS caseworkers with monitoring children without placement and ensuring their safety and needs are met during office or community stays.

Benefits

• 100% paid health insurance for the employee and 50% paid health insurance for eligible family members.
• Retirement plans with lifetime monthly payments after five years of state service, plus 401(k) and 457 savings plan options.
• Paid vacation, holidays, and sick leave.
• Optional dental, vision, and life insurance at rates described as lower than most private plans.
• Flexible spending accounts for health and dependent care.
• Employee discounts, including gym memberships, electronics, and entertainment.
• Potential eligibility for Public Service Loan Forgiveness.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED