Administrative Asst II

Texas Health & Human Services Commission•Vernon, TX

4d•$2,829 - $3,946•Onsite

About The Position

The Administrative Assistant II in the Forensic Treatment Program area performs routine administrative support work, including tabulating information, inventory control, running reports, recording time, entering requisitions, processing mail, data entry, answering phones, preparing documents and forms, maintaining filing and data systems, responding to inquiries, and recording calendar events. The role uses knowledge of administrative work to assist with training clerks as needed and operates under general supervision with limited latitude for initiative and independent judgment. The position serves as receptionist for the program administrative office, handles routine inquiries and messages, greets visitors, prepares sensitive documents while maintaining confidentiality, and produces and reviews correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and forms. It maintains unit supplies, processes approved requisitions and purchases, performs copying, scanning, and filing, processes mail and packages, maintains office equipment, and serves as a notary. It also submits and tracks facility work orders, communicates information among department stakeholders, and leads or assists clerks and Administrative Assistant I staff as required. The position is based at Vernon State Hospital in Vernon, Texas. It is full-time, nonexempt, day shift, and not eligible for telework. Travel may be up to 10%. The employee may be asked to work a specific or rotating schedule, extended shifts, overtime, or alternate shifts and locations during disaster response, recovery, or Continuity of Operations activation. The position may be eligible for additional pay for work performed on maximum security locations. A valid Texas driver's license is required or must be obtained within 90 days of hire; a current notary public license is required or must be obtained within twelve months where needed.

Requirements

At least 18 months of experience in an office setting performing administrative duties.
At least 24 months of experience working with Microsoft Outlook, Excel, Word, PowerPoint, and Teams.
Skill in using Microsoft Office systems, including Teams, Outlook, Excel, Word, and PowerPoint.
Ability to organize information orally and in writing.
Ability to use and evaluate various 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 effectively use automated office systems, equipment, and basic computer software.
Must possess a valid Texas driver's license or obtain one no later than 90 days after hire; applicants with an out-of-state license must provide an original certified driving record, and an eligible driving record is required under HHSC Fleet Management policy.
Current notary public license or ability to obtain one within twelve months where needed.
Must pass fingerprint criminal background, pre-employment drug, and specified registry checks.
Applicants must be at least 18 years old for employment at a state-operated facility.
Compliance with HHSC immunization policy and state hospital immunization procedures is required.

Responsibilities

Serve as receptionist for the program administrative office; answer and direct routine inquiries, communicate messages, greet visitors, and maintain professional conduct.
Type sensitive documents while maintaining confidentiality and route them for approval; prepare daily calendar information as requested.
Produce, review, and proof correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and related forms.
Prepare program reports, compile and organize data, perform calculations, and prepare reports for managers, including inventory levels, requisitions, and expenditure charts and tables.
Maintain adequate unit supplies, prepare emergency supply orders, and record and process approved requisition purchases; periodically travel off campus for purchases.
Make copies, scan documents, and file hard-copy and electronic records.
Receive, stamp, and deliver mail; retrieve packages; maintain office equipment; and type letters and reports for staff.
Serve as a notary for the program and notarize pertinent documents as needed.
Prepare and submit facility work orders, follow up on their status, maintain work order reports, and communicate with the maintenance department.
Communicate and distribute information about department business, inquiries, activities, and projects to the team lead or manager and coordinate communication with relevant departments.
Lead and assist clerks and Administrative Assistant I staff as required.
Attend work regularly and perform other assigned duties, including supporting disaster response, recovery, or Continuity of Operations activation when required.
Work assigned schedules, which may include rotating schedules, extended shifts, overtime, or alternate shifts and locations as needed.