Preparedness and Response Admin Assistant

TX-HHSC-DSHS-DFPS • Lubbock, TX

3d • $2,694 - $3,800 • Hybrid

About The Position

Under the direct supervision of the Texas Department of State Health Services (DSHS) Public Health Region 1 (PHR 1) Manager IV for Public Health Preparedness and Epidemiology, the Administrative Assistant II position provides highly responsible administrative support and technical assistance for the Preparedness and Response Program and Epidemiology Program. This position performs administrative support duties for Program Manager and staff which includes, but not limited to: Maintaining files, Tracking programs’ expenditures and providing financial reports, Assisting with purchase of goods and services, Assisting with asset management, Collecting/maintaining/storing public health partners contact information in various systems and formats, Answering phones and processing mail, Completing other duties as assigned. Work assignments are accomplished under moderate supervision with latitude for use of initiative and independent judgment.

Requirements

• Must possess a valid Class C Texas driver’s license, or equivalent license from another state.
• Knowledge of State of Texas purchasing procedures
• Knowledge of State of Texas travel procedures and publication requirements
• Knowledge of Medical Terminology
• Skill in verbal and written communication
• Skill in answering phones in an office environment
• Skill in filing, organization, and prioritization
• Skill in data entry
• Skill in documenting/monitoring financial transactions
• Skill in typing and proofreading
• Skill in using printers, copiers, fax machines, electronic mail, and computers
• Skill in use of Microsoft Office (Word, Outlook, Excel, PowerPoint, Teams, Internet search engines
• Skill in tracking assignments, projects and other activities of program personnel
• Ability to compose and/or proof correspondence letters/emails with use of appropriate grammar, spelling, and writing style
• Ability to understand and follow instructions and office procedures both verbally and in written form
• Ability to work independently with minimal supervision
• Ability to work with the public
• Ability to work in a “team” environment: establish, maintain, and foster excellent working relationships
• Ability to move boxes and supplies weighing up to 25 lbs.
• Ability to take meeting minutes and transcribe the minutes
• Two years’ experience in working in an office environment.
• Experience in documenting/monitoring financial transactions.
• Experience in using Microsoft Office, including Word, Outlook, Excel, PowerPoint, Teams, Internet search engines.
• Experience in data entry.
• Experience in tracking assignments, projects and other activities of program personnel.
• Experience in composing and/or proofreading correspondence letters/emails with use of appropriate grammar, spelling, and writing style.

Nice To Haves

• Experience in State of Texas purchasing procedures.
• Experience in State of Texas travel procedures.

Responsibilities

• Manages and maintains paper and electronic filing systems and assures that files contain appropriate information and are stored properly.
• Prepares documents for record storage and/or destruction according to State Records Retention procedures.
• Responds to open records requests according to State Open Records Act.
• Coordinates meetings and schedules conference rooms.
• Takes and prepares meeting minutes.
• Collects and distributes incoming correspondence, processes special mail, and logs incoming and outgoing mail as required.
• Responsible for maintaining contact databases for the program. Databases will include contact information pertinent to both the epidemiology and the preparedness programs. Databases will include multiple contact points for each individual and will be used to provide the program with emergency contact information as well as email and postal addresses for each individual. Databases will be maintained in electronic format as well as hard copy in some cases. Position will be responsible for maintaining/updating contacts on a regular basis and sharing with appropriate individuals on a regular and as needed basis.
• Works with fellow section staff in the development of PRF’s for purchases.
• Reviews all PRF’s produced by section for completeness and accuracy and forwards to appropriate staff according to section and regional processes.
• Works closely with Program Specialist IV in Lubbock office to ensure fund availability and appropriateness of purchases.
• Responsible for maintaining the section expenditure register to include: entering line items, tracking expenditures, and reconciling.
• Provides financial reports to the Program Manager as requested.
• Maintains asset management database for the program following region’s asset management rules and procedures.
• Ensures assets are properly assigned and work with fellow section staff and the regional asset manager to effectively record and update as needed all assets held by the program.
• Checks program equipment in and out.
• Works cooperatively to cross-train with other region support staff to perform necessary tasks for continuous support.
• Provides backup switchboard support.
• This position may serve in various emergency roles to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP). Such participation may require an alternate shift pattern assignment and/or location.

Benefits

• insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed