Administrative Asst II

TX-HHSC-DSHS-DFPS•El Paso, TX

2d•$2,694 - $3,946•Hybrid

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage. Are you a highly motivated, compassionate and dedicated individual looking for a rewarding career assisting the most vulnerable citizens of Texas in need of food, medical care, cash assistance and other social services? If so, the Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) division is looking for individuals who want to join an exciting, dynamic team working in a high-performing and innovative environment. AES provides an integrated and streamlined approach to connect individuals to services and supports that: reduce institutionalization, allow individuals to remain in their communities, and promote economic and personal self-sufficiency. AES is built upon its’ core values of respect, ownership, collaboration, and integrity with a goal of delivering best-in-class customer service to clients and stakeholders. Our staff are well organized, able to multi-task, possess the ability to learn policy regulations, able to thrive in a challenging, fast-paced, and evolving environment, have good communication skills, a positive attitude, strong work-ethic and a desire to help others. If you also possess these skills, then we are looking for you. We want you to join our team! Provides secretarial and administrative support to an Eligibility Operations Program Manager. Maintains confidential files and tracks assignments including reports, inquiries and office activities. This includes reviewing and disseminating information concerning agency programs and services, routine or special correspondence, reports, studies, forms, or documents. Produces essential documents using Word, Excel, and/or other software and evaluates the accuracy of correspondence and reports produced by managers and staff members. Provides assistance to others regarding the operation of office equipment and use of automated systems utilized by unit staff members. Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions. Arranges travel arrangements for managers and staff members. Responsible for developing, coordinating, and maintaining an extensive record keeping or filing system relating to the multiple projects within the unit ensuring compliance with all record retention schedules. Assist in planning and coordinating meetings or conferences with state and other federal groups. Job requires detailed oriented individuals with ability to apply complex policies and procedures.

Requirements

Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software.
Ability to communicate orally and in writing.
Ability to implement administrative procedures.
Ability to interpret rules, regulations, policies and procedures.
High School Diploma or GED equivalent required.
Experience as a Clerk or Administrative Assistant in an office setting.
Experience working in a professional customer service environment.
Work experience performing clerical or administrative duties such as filing, answering phone calls, taking messages, working for a unit or team of directors, scheduling appointments, coordinating travel.
Experience using a personal computer for inquiry and data entry.
Experience searching records to identify and retrieve information.
Experience preparing and proofreading documents.
Experience using Excel, Word, Outlook and PowerPoint.

Nice To Haves

Thirty hours credit from an accredited college or university is preferred.
Texas Integrated Eligibility Redesign System (TIERS) experience preferred.
Two (2) years of work experience in eligibility programs (such as Food Stamps or cash assistance), medical eligibility, or similar entitlement programs is preferred.
Bilingual (English/Spanish) skills preferred.
Experience as a Clerk or Administrative Assistant in the Office of Eligibility Services is preferred.

Responsibilities

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Opens, dates, sorts, or distributes mail (for example, incoming/outgoing mail, reports, documents, printouts).
Prepares and proofreads correspondence, forms, and other documents, such as letters, memos, travel or purchase vouchers, using a computer and software.
Communicates on an intermediate level with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
Provides intermediate level technical assistance to others (for example, staff, contractors, volunteers, administrators, facility owners) on policies, procedures, rules, regulations, standards, or requirements.
Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions.
Arranges travel for staff (for example, hotel, transportation).
Maintains calendar for assigned staff or area.
Maintains records, files, or logs (for example, administrative, personnel, contract, correspondence, forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.
Schedules meetings, training sessions, or tests by contacting staff and scheduling dates, times, or facilities.
Prepares ongoing or special narrative or statistical reports.
Must be able to work occasional overtime, as required by management, outside of normal hours of operation, which may include weekends when called upon.
Must be able to work in a highly stressful and fast-paced environment, under constant pressure to meet required deadlines.