Administrative Asst II - Vocational Services

State of Texas Open Data Portal•Denton, TX

21h•Onsite

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. The Administrative Assistant II is appointed by and administratively responsible to the Assistant Director of Vocational Services subject to the approval of the Director of Vocational Services. The Administrative Assistant performs moderately complex clerical work. Work involves controlling inventory, unloading and delivering supplies; compiling and tabulating receiving/shipping activity data and maintaining stock keeping related documents. Works under general supervision of the Assistant Vocational Service Director with moderate latitude for the use of initiative and independent judgment. Assist other warehouse and procurement employees with duties as assigned. Assures all documents related to receiving, issuing and stocking of goods and equipment are maintained in an accurate and organized filing system. Ensures all documents for billing are processed in a timely manner. The Administrative Assistant attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Receives and assists with receiving shipments of commodities and equipment to include warehouse stock and special orders. Duties related to receiving include inspecting, counting, and checking items for compliance or damage and making notations on proper documents in accordance with the FSS Operating Instructions. Administrative Assistant must have knowledge of applicable rules, regulations, policies, functions, dress code and operations. The Administrative Assistant must be skilled in the use of a calculator. The Administrative Assistant is able to communicate effectively both verbally and in writing. Ability to prepare reports and maintain records. Ability to coordinate with other staff, departments, officials, agencies, organizations, and the public. Ability to make arithmetic computations. Administrative Assistant assist when needed with picks and ensures delivery of warehouse stock to assigned units and departments on a scheduled or special needs basis. Employee delivers non-stock items to ordering departments in order to provide users with supplies and/or equipment in a timely manner. Conducts inventories and maintains inventory of warehouse stock supplies. Administrative Assistant enters data in MIMS, PeopleSoft and related programs daily, in order to provide accurate and timely receipts and issuance of warehouse stock. Inspects and cleans warehouse to ensure a neat, orderly and safe work area. Assures all documents related to receiving, issuing and stocking of goods and equipment are maintained in an accurate and organized filing system. Answers telephone, handles walk up customers and relays any messages or pertinent information to the Procurement Officers and Assistant Director. The Administrative Assistant provides information regarding status of delivery of warehouse stock orders as requested and other related warehouse inquiries. Employee actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response. Other duties as assigned include but are not limited to actively participating or serving in a supporting role to meet the agency’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. Ability to consistently lift/carry at least 50 pounds. Use of manual pallet jack is required.

Requirements

Graduated from a standard high school or equivalent.
One (1) year of office experience.
One (1) year of work experience in clerical duties.
Ability to use integrated personal computer applications in a business setting.
Experience in Microsoft office (i.e. Word document, Excel, Outlook).
Ability to be trained on Peachtree and Management Information Technologies computer software and other required software used daily.
Ability to consistently lift/carry at least 50 pounds and use a manual pallet jack.
Eligible driving record based on HHSC Fleet Management policy.

Nice To Haves

Knowledge of general warehouse operations to include but not limited to shipping, receiving, issuing, and inventory control.
Knowledge of applicable rules, regulations, policies, functions, and operations.
Skill in the use of computer and related equipment, including the use of Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, or presentation software programs.
Skill in the use of a calculator.
Ability to prepare reports and maintain records.
Ability to coordinate with other staff, departments, officials, agencies, organizations, and the public.
Ability to make arithmetic computations.
Ability to self-start, work independently, and exercise reasonable judgment.
Excellent communication skills, including writing and speaking.
High degree of professionalism, business judgment, tact and respect.
Ability to maintain confidentiality when deemed necessary.
Ability to establish and maintain effective professional working relationships, internally and externally, and to work effectively in a team environment.
Ability to manage competing priorities and to work under pressure with frequent interruptions.
Ability to meet requested deadlines.
Excellent problem-solving skills.
Strong calendaring, organizational, emailing, phone etiquette and document management skills.

Responsibilities

Control inventory, unload and deliver supplies.
Compile and tabulate receiving/shipping activity data and maintain stock keeping related documents.
Assist other warehouse and procurement employees with duties as assigned.
Maintain an accurate and organized filing system for all documents related to receiving, issuing, and stocking of goods and equipment.
Process all documents for billing in a timely manner.
Receive and inspect shipments of commodities and equipment, including warehouse stock and special orders.
Make notations on proper documents in accordance with FSS Operating Instructions.
Pick and ensure delivery of warehouse stock to assigned units and departments.
Deliver non-stock items to ordering departments.
Conduct inventories and maintain inventory of warehouse stock supplies.
Enter data in MIMS, PeopleSoft and related programs daily.
Inspect and clean warehouse to ensure a neat, orderly and safe work area.
Answer telephone, handle walk-up customers, and relay messages or pertinent information.
Provide information regarding the status of warehouse stock orders.
Actively participate and/or serve in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
Lift/carry at least 50 pounds.
Use a manual pallet jack.