Administrative Assistant

TX-HHSC-DSHS-DFPS•Littlefield, TX

2d•Onsite

About The Position

The Texas Civil Commitment Office (TCCO) is a small state agency with a critical public safety mission — to provide intensive supervision and treatment to civilly committed sexually violent predators. TCCO is a separate state agency that is administratively attached to the Health and Human Services Commission. TCCO is seeking dedicated professionals who are ready to contribute to this small but important agency. If you are passionate about public safety, supervision, and treatment; TCCO offers a unique and impactful career path. TCCO offers a comprehensive benefits package to include paid time off, a defined benefit pension plan and 100% paid employee health insurance for eligible full-time employees. Texas Civil Commitment Office (TCCO) Administrative Assistant Provides advanced administrative support and technical assistance to the case managers and unit supervisor at the Texas Civil Commitment Center. Work involves distributing information and documents, creating and maintaining case files, scanning case files to the automated system and creating and maintaining spreadsheets. This position assists the Regional Inventory Coordinator with Global Positioning System (GPS) inventory. Works under moderate supervision with limited latitude for the use of initiative and independent judgement.

Requirements

Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software such as laptop computer, copier/scanner/fax machine, and office telephone.
Ability to implement new administrative systems and procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to supervise the work of others.
Ability to prepare and maintain records, files and reports.
Ability to scan documents and upload into the automated system.
Ability to communicate effectively.
Ability to follow written and oral instructions.
High schoold diploma or GED.
Experience in providing administrative support.
Organizational skills in handling multiple tasks, prioritizing, and time management.
Valid Texas Driver's License and insurance.

Responsibilities

Coordinates the preparation, editing, and distribution of documents received from central office, contractors and other entities.
Develops and maintains filing, record-keeping and records management by scanning client case files into the automated system along with all other documents received such as incident reports, polygraphs, monthly progress reports, client communication forms and client’s receipts.
Ensures file material for new releases are scanned into the system.
Creates and maintains hard copy files for all clients.
Compiles and edits charts, graphs, databases and prepares reports.
Responds to inquiries regarding policies and procedures.
Develops administrative policies and procedures and responds to inquiries from supervisors regarding technical and administrative policy procedures.
Coordinates general office duties such as ordering office supplies as necessary.
Coordinates meetings at the facility.
Reviews and maintains the agency policy binder in the law library for client access.
Disseminates information concerning agency programs and procedures.
Ensures agency policy binder is up to date.
Participates in the planning and execution of agency programs.
Assists the Regional Inventory Coordinator with tracking and reporting any changes in the Global Positioning System (GPS) equipment.
Reports any changes to the Inventory Coordinator on a daily basis including return merchandise authorization information.
Physically accounts for all equipment on a monthly basis.
Maintains equipment inventory report.
Creates and maintains spreadsheets such as cost recovery to track a client's compliance with payments.
Track client's personal information on the DPS spreadsheet to ensure all documents are available in order to obtain a Texas Identification Card.
Assists in compiling and entering data for reports.
Performs additional duties and related work as assigned.