Administrative Asst I - Admissions- State Hospital

Texas Health & Human Services Commission•Harlingen, TX

9d•$2,606 - $3,405•Onsite

About The Position

The Administrative Assistant I performs entry-level administrative support for the Admissions Department at Rio Grande State Center. The role includes reception and routine telephone support, handling and distributing mail and packages, errands on and off campus, inventory participation, report preparation, and compiling and filing documents and forms. The position organizes and maintains files and computer records, including visitor logs, inventory counts, and maintenance records, and provides general administrative support such as responding to inquiries and recording calendar events. The employee works under close supervision with limited latitude for initiative and independent judgment. The role may involve supporting agency disaster response, recovery, or Continuity of Operations activities, which may require a different shift pattern or work location. Work-hour flexibility, overtime, or extended hours may be required. Additional pay may be available for evening, night, and/or weekend work. The position is based at Rio Grande State Center in Harlingen, Texas, and is not eligible for telework.

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 few or no errors.
Ability to use automated office systems, equipment, and basic computer software effectively.
Must have a valid Texas driver’s license or obtain one within 90 days of hire; applicants with an out-of-state license must provide an original certified driving record. An eligible driving record is required under HHSC Fleet Management policy.
Must pass required fingerprint criminal background, pre-employment drug, and registry checks.
Must be at least 18 years old for employment at a state-operated facility.
Must comply with HHSC immunization policy and state hospital immunization-related operating procedures.

Responsibilities

Serve as receptionist for the program administrative office; answer and direct telephone calls, take accurate messages, greet visitors, and demonstrate 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, and other departmental forms and reports.
Compile, organize, and tabulate data; perform calculations and prepare reports, including inventory reports, for managers as required.
Help maintain adequate unit supplies and prepare emergency supply packages as needed.
Record and process received purchases; periodically go off campus to make purchases.
Copy and scan documents and maintain hard-copy and electronic files.
Receive and deliver mail, retrieve packages, maintain office equipment, and type letters and receiving reports as needed.
Prepare facility work orders, follow up on their status, maintain work-order reports, and communicate with maintenance staff and outside vendors.
Communicate and distribute information about department business, inquiries, activities, and projects to the team lead or manager and appropriate areas, including Security, the Director, nursing, social services, and psychiatry.
Lead and assist Clerks as needed.
Participate in inventories and perform errands, including picking up or dropping off mail and supplies and assisting other areas during staff absences or as business needs require.
Attend work regularly and comply with assigned schedules, which may include rotating shifts, extended shifts, or overtime.
Participate in or support agency disaster response, recovery, or Continuity of Operations activities as assigned.
Perform other duties as assigned.