Administrative Asst I - State Hospital

Texas Health & Human Services Commission•Harlingen, TX

18h•$2,606 - $3,405•Onsite

About The Position

The Administrative Assistant I performs entry-level administrative support work for the Nursing Department at Rio Grande State Center. The role provides reception and clerical support, handles routine calls and mail, organizes and maintains paper and electronic records, compiles data and reports, assists with inventories and supplies, and completes errands as needed. The position works under close supervision with limited latitude for initiative and independent judgment. Duties may also include supporting other areas during staff absences or as business needs require, and participating in disaster response, recovery, or Continuity of Operations activities, which may require an alternate shift pattern or work location.

Requirements

At least 12 months of experience in a professional support role.
At least 12 months of experience working with Microsoft Outlook, Excel, Word, and PowerPoint.
Knowledge of office procedures and basic clerical duties.
Skill using Microsoft Office systems, including Teams, Outlook, Excel, Word, and PowerPoint.
Ability to organize information orally and in writing.
Ability to use and evaluate databases effectively.
Ability to communicate accurately and tactfully, orally and in writing.
Ability to prioritize and manage tasks effectively and produce timely work with no or minimal errors.
Ability to use automated office systems, equipment, and basic computer software.
Must possess a valid Texas driver's license or obtain one within 90 days after hire. Applicants with an out-of-state license must provide an original certified driving record from the state of licensure; an eligible driving record is required under HHSC Fleet Management policy.
Must pass a fingerprint criminal background check, pre-employment drug screen, and applicable registry checks.
Must be at least 18 years old to be considered for employment at a state-operated facility.
Must comply with HHSC immunization policy and state hospital immunization-related operating procedures.
Applicants subject to Selective Service requirements must be registered, as applicable.

Responsibilities

Serve as receptionist for the program administrative office; answer and direct calls, take accurate messages, greet visitors, and model professional behavior.
Complete preformed documents accurately, file approved documents in the appropriate database or cabinet, and prepare daily calendar information as requested.
Sort and file correspondence, reports, purchase orders, summaries, manuals, vouchers, records, census information, activity records, and other department forms.
Compile, organize, and tabulate data; perform calculations and prepare reports, including inventory reports, for managers.
Help maintain adequate unit supplies, prepare emergency supply packages, record and process received purchases, and occasionally go off campus to make purchases.
Copy and scan documents and maintain hard-copy and electronic records.
Receive and deliver mail, retrieve packages, maintain office equipment, and type letters and receiving reports for staff as needed.
Prepare facility work orders, follow up on their status, maintain work-order reports, and communicate with maintenance staff and outside vendors.
Communicate department information, inquiries, activities, and projects to the team lead or manager, and coordinate communication with areas such as Security, the Director, nursing, social services, and psychiatry.
Lead and assist clerks as needed.
Attend work regularly and follow assigned schedules; may be required to work rotating or alternate shifts, extended shifts, overtime, or at an alternate location.
Participate in disaster response, recovery, or Continuity of Operations activities as assigned.
Perform other duties as assigned.