Administrative Asst II

TX-HHSC-DSHS-DFPS • Austin, TX

8d • Onsite

About The Position

Under supervision of the Emergency Medical Services (EMS) Director, performs administrative support and technical program assistance for the EMS section. Responsibilities include, but not limited to, answering communications to include telephone and emails, processing mail, composing letters, support continuing education audit process, maintaining EMS education programs records, supporting the audits of EMS personnel, confidential records, files according to agency retention policies and guidelines, and supporting the process for new EMS education course requests.  Retrieves files for open records request.  Performs data entry into the EMS database and produce reports utilizing database software. Prepare material to be used in meetings or education sessions. Assist staff in the EMS Section as needed to include travel reimbursement and scheduling.
EJF
(35%) Support the approval process of EMS education program approval process or initial and ongoing EMS education courses and support the EMS personnel audit process.
(25%) Performs data entry into the EMS database and produces reports utilizing database software; Develops, coordinates, and maintains record keeping system for files and records, both hard copy and computer. Maintains and stores record according to approved retention plans. Participates as a team member in the development, review and revision of the sections policies, procedures, work plans, and goals.  
(20%) Provides routine technical and administrative support to the team members of the EMS Section.  Answers communication to include telephone and electronic communications. Routes communication to the appropriate person or area. Prioritize and route mail for each section to include scanning of documents to electronic format. Assists and coordinates travel arrangements, prepares ordering supplies, schedules appointments, and support various meetings.
(10%) Serve as back up for the Unit or Section communication system. Will assist other staff in the EMS Trauma System Section as needed. This may include coordinating communication for other sections with Department of State Health Services.
(10%) Performs special projects and other duties as assigned that could include disaster response activities.

Requirements

• Knowledge of modern office practices and administrative procedures
• Skill in telephone communications, email response and operation
• Skill in the use of standard office equipment and software
• Ability to interpret departmental administrative rules, regulations, policies and procedures
• Ability to use correct spelling and arithmetic in English
• Ability to learn and carry out oral and written instructions
• Ability to create and maintain computer records and files
• Ability to meet and deal effectively with the public
• Ability to use a computer and use Windows based software to include MS Word, Excel, PowerPoint, and TEAMS
• Ability to organize work and manage time effectively
• Ability to work independently or in cooperation with others using sound judgment in difficult situations
• Ability to plan and organize multiple competing tasks effectively and efficiently
• Ability to maintain confidentiality information
• Ability to adhere to all DSHS policies, code of ethics, and standards of conduct
• Hold or able to obtain a valid Texas driver’s license within 60 days of the first day of employment.
• Employee must meet and maintains an acceptable driving record that meets the standards developed by the Texas Department of Public Safety (DPS) and DSHS policies to operate vehicles.
• Graduate from high school or GED.
• Experience in general office operations.

Responsibilities

• Support the approval process of EMS education program approval process or initial and ongoing EMS education courses and support the EMS personnel audit process.
• Performs data entry into the EMS database and produces reports utilizing database software
• Develops, coordinates, and maintains record keeping system for files and records, both hard copy and computer.
• Maintains and stores record according to approved retention plans.
• Participates as a team member in the development, review and revision of the sections policies, procedures, work plans, and goals.
• Provides routine technical and administrative support to the team members of the EMS Section.
• Answers communication to include telephone and electronic communications.
• Routes communication to the appropriate person or area.
• Prioritize and route mail for each section to include scanning of documents to electronic format.
• Assists and coordinates travel arrangements, prepares ordering supplies, schedules appointments, and support various meetings.
• Serve as back up for the Unit or Section communication system.
• Will assist other staff in the EMS Trauma System Section as needed.
• This may include coordinating communication for other sections with Department of State Health Services.
• Performs special projects and other duties as assigned that could include disaster response activities.

Benefits

• DSHS offers 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: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees