Remote Inspection Administrative Assistant

TX-HHSC-DSHS-DFPS • Austin, TX

3d • $2,694 - $3,946 • Hybrid

About The Position

This position is responsible for performing complex word processing and computer-related work with department forms and compliance correspondence. Interprets instructions and assumes full responsibility for the accuracy and completeness of prepared documents and reports. Coordinates, maintains, and updates records in filing systems and databases related to the Remote X-ray Inspections. Receives requests from registrants, the general public, state organizations, and officials, and forwards them to the appropriate personnel. May assist in planning topical meetings and conferences. Assists in developing, updating, and maintaining administrative policies and procedures. Prepares a variety of reports. Processes incoming and outgoing mail. Performs training of new personnel. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. May be assigned as a member of the department's Radiological Emergency Response Team.

Requirements

• Experience in composing, editing, and proofing documents, administrative correspondence, letters, memos, etc.
• Experience in tracking and distributing correspondence and/or documents.
• Experience in scheduling, coordinating, and performing follow-up tasks.
• Experience in answering multi-line phone.
• Experience in maintaining records.
• Experience using databases and spreadsheet programs to keep/track records and generate reports.
• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software.
• Skilled in proofreading and editing documents.
• Skilled in data entry and retrieval across diverse platforms.
• Skilled at using advanced word processing formats.
• Skilled in using computers, Microsoft Office programs, including, but not limited to, Word, Excel, and PowerPoint.
• Skilled in telephone communications.
• Ability to communicate effectively.
• Ability to implement administrative systems and procedures.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to provide guidance to others.
• Ability to use technical documents and reference materials.
• Ability to follow both verbal and written instructions.
• Ability to perform work with minimal instruction/supervision.
• Ability to organize and prioritize workload and meet deadlines.
• Ability to deal tactfully and diplomatically with the public, registrants, co-workers, and supervisors.
• Ability to establish and maintain effective working relationships with co-workers and managers.
• Must have a home office location free from distraction.
• Must have the ability to provide personal home internet service.
• Must have the ability to ensure confidentiality in the workplace.
• Employees are required to provide their own transportation for work duties.
• Must hold a current, valid Texas driver's license.
• Must bring I-9 documentation on the first day of work.

Nice To Haves

• May assist in planning topical meetings and conferences.
• May train new administrative personnel on job duties.
• May be assigned as a member of the department's Radiological Emergency Response Team.

Responsibilities

• Creates complex compliance correspondence, including Notices of Violations, Inspector Evaluation Forms, Inadequate Response Letters, Adequate Response Letters, Second Notices, Remote Inspection Solicitations, and Interoffice Correspondence.
• Tracks responses to compliance actions using the Division database to ensure timely responses from registrants.
• Receives and forwards responses to Notices of Violations to Technical Reviewers.
• Makes appropriate copies, mails original documents, and routes copies to appropriate staff and file room.
• Assembles documentation and forwards compliance actions through the Program Manager to the Compliance Review Program, as directed by the technical reviewers.
• Creates forms and reports utilizing Microsoft Word and Excel.
• Updates existing inspection and compliance information stored in program databases.
• Assembles inspection reports and data received into complete response packages for technical review.
• Answers department phone and connects callers to the appropriate personnel.
• Coordinates, maintains, and updates databases regarding the status of inspection, compliance correspondence, and various statistics related to the X-ray and remote inspection program.
• Researches data and make appropriate corrections when errors are found during review or reported by central office staff.
• Assists in developing, updating, and maintaining administrative policies and procedures.
• Receives and forwards written and verbal (phone) requests from registrants, the general public, state organizations, and officials to the appropriate personnel.
• Answers moderately complex questions from the public and registrants about department rules and requirements.
• Prepares reports, including monthly reports of the number of inspections performed by inspectors and any outstanding inspection reports, using program databases.
• Prepares other reports as directed by the supervisor.
• Composes, interprets, and disseminates information on the department's programs and procedures.
• Receives and distributes group mail.
• Prepares outgoing mail for pickup.
• Performs specialized support work and participates in the planning and execution of Staff Meetings.
• Assists in researching, writing, designing, or editing department publications such as brochures, forms, manuals, and charts.
• May train new administrative personnel on job duties.
• Actively participates and/or serves in a supporting role to meet the department’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. 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).
• Mileage and other transportation costs will be reimbursed according to the department's established policy.
• DSHS will provide a computer, related equipment, and basic office supplies.

What This Job Offers

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