Administrative Asst II - State Hospital
About The Position
The Administrative Assistant II performs routine, journey-level administrative support work in the Social Work area at Rio Grande State Center. Duties include tabulating information, controlling inventory, running reports, recording time, entering requisitions, processing mail and data, answering phones, preparing documents and forms, maintaining filing and data systems, responding to inquiries, and recording calendar events. The position works under general supervision, with limited latitude for initiative and independent judgment, and may assist with training clerks. The role serves as a receptionist for the program administrative office, handles routine inquiries and messages, greets visitors, prepares sensitive documents confidentially, and maintains calendar information. It produces and proofreads correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and other forms; compiles and tabulates data; and prepares reports for managers. The employee maintains unit supplies, processes approved requisitions, may travel off campus for purchases, manages files and office equipment, processes mail and packages, and serves as a notary when needed. The employee also submits and tracks facility work orders and communicates department information among relevant teams. The position is full-time, regular, nonexempt, day shift, and not eligible for telework. Travel may be up to 10%. Work schedules may include rotating or alternate shifts, extended hours, or overtime, and disaster response or continuity-of-operations duties may require an alternate shift or location. Applicants must have a valid Texas driver’s license or obtain one within 90 days of hire, and must have or obtain a notary license within 12 months where needed. The position requires 18 months of office administrative experience and 24 months working with Microsoft Outlook, Excel, Word, PowerPoint, and Teams. Employment is subject to background, drug-screening, registry, and other applicable checks, as well as compliance with the agency’s immunization policy.
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 use automated office systems, equipment, and basic computer software effectively.
- 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.
- Must possess a current notary public license or be able to obtain one within 12 months where needed.
- Must pass applicable fingerprint criminal background, pre-employment drug-screen, 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 operating procedures related to immunizations.
- Males aged 18–25 must be registered with the Selective Service.
Responsibilities
- Serve as receptionist for the program administrative office; answer and direct routine inquiries, communicate messages, and greet visitors.
- Type sensitive documents while maintaining confidentiality, route documents for approval, and prepare daily calendar information as requested.
- Produce, review, and proofread correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and related forms.
- Prepare program reports, compile and organize data, perform calculations, and prepare management reports on matters such as inventory, requisitions, and expenditures.
- Maintain adequate unit supplies, prepare emergency supply orders, and record and process approved requisition purchases.
- Make copies, scan documents, and maintain hard-copy and electronic files.
- 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 when needed.
- Prepare facility work orders, follow up on their status, maintain work-order reports, and communicate with the maintenance department.
- Communicate department information, inquiries, activities, and projects to the team lead or manager and distribute information to appropriate areas.
- Lead and assist clerks and Administrative Assistant I staff as required.
- Participate in disaster response, recovery, or Continuity of Operations activities when assigned; such duties may require alternate shifts or locations.
- Attend work regularly and perform other assigned duties, including possible rotating schedules, extended shifts, or overtime.
Benefits
- 100% paid employee health insurance for full-time eligible employees
- Defined benefit pension plan
- Generous time off benefits
- Opportunities for career advancement
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
