Admin Assistant I - Incident Management

Texas Health & Human Services Commission•Harlingen, TX

11d•$2,606 - $3,405•Onsite

About The Position

The Incident Management Department Administrative Assistant works under the direct supervision of the Incident Management Coordinator, providing organizational, computer, and clerical support so the division operates efficiently, economically, and on time. The role supports departmental investigators with gathering information and serves as a backup minute taker for IMRT meetings. It is based at the Rio Grande State Supported Living Center in Harlingen, Texas, and is not eligible for telework. The position supports the Incident Management Coordinator and supervised departments through correspondence, data entry and tracking, meeting minutes, document handling, work orders, property management, and telephone services. It also assists staff with computer applications, handles departmental expenditure documents and travel arrangements, and helps ensure building compliance with Life Safety Code regulations. Employees may participate in disaster response, recovery, or Continuity of Operations activities, which may require a different shift or work location. Applicants must have a high school diploma or GED and two years of related work experience; one year of related accredited college coursework (30 semester hours) may substitute for one year of work experience. The position requires passing criminal background and credit-history checks for CANRS access, as well as other listed pre-employment checks. Flexibility in work hours may be required, including overtime, extended hours, weekends, and holidays.

Requirements

Graduation from an accredited high school or GED, plus two years of work experience in a field related to the position; one year (30 semester hours) of accredited college work in a related field may substitute for one year of required experience.
Training in the use of office machines, including computers, calculator, transcription machine, and copy machine.
Ability to type at least 50 words per minute accurately.
Working knowledge of business English, spelling, punctuation, and arithmetic.
Ability to communicate clearly and concisely verbally and in writing.
Ability to enter data using appropriate software, including Microsoft Word, Excel, Access, PowerPoint, and other related Office components, and to assist with creating and implementing Access databases and Excel spreadsheets for data collection.
Knowledge of ICF-MR survey methods.
Ability to compose letters and memorandums.
Ability to deal with the public pleasantly and effectively and work harmoniously with coworkers.
Ability to demonstrate flexibility and willingness to accept additional responsibility as needed.
Physical ability to be mobile and travel to assigned locations, and to read a large amount of information in a timely manner.
Ability to make sound judgmental decisions and apply departmental rules in a fast-paced and often stressful environment.
Ability to meet deadlines under pressure, including working beyond regularly scheduled hours and frequently with little to no oversight.
Must pass an extensive criminal background and credit-history check to obtain access to the National CANRS system for data entry and retrieval.
Must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks, including CANRS, Nurse Aide, Medication Aide, Employee Misconduct, and the HHS List of Excluded Individuals/Entities.
Must be at least 18 years of age for employment at a state-operated facility.
Males ages 18–25 must be registered with the Selective Service.
State Supported Living Center employees are subject to random drug testing.

Nice To Haves

Experience completing clerical duties in an Incident Management or similar setting and/or familiarity with ICF/IID rules and regulations.

Responsibilities

Attend work regularly, follow the applicable shift schedule, and perform other duties as assigned.
Provide assigned clerical support to the Incident Management Coordinator.
Type and distribute correspondence as directed.
Enter and track departmental data in logs using Microsoft programs, including creating tracking logs with complex formulas.
Take and timely distribute minutes for IM department directors’ meetings, IMRT meetings, Critical Incident Team meetings, and other divisional meetings.
Photocopy, sort, scan, and distribute documents as required.
Complete departmental work orders and assist with property management.
Ensure telephone services for the division.
Support departmental investigators with gathering information and serve as backup IMRT minute taker.
Serve as a resource for computer questions and applications in supervised departments, provide staff in-services as needed, and follow up on problems and questions.
Complete required documents for departmental expenditures and oversee travel arrangements for departmental staff.
Ensure building compliance with Life Safety Code regulations.
Participate in or support agency disaster response, recovery, or Continuity of Operations activation, potentially at an alternate shift or location.