Administrative Asst II - Vocational

Texas Health & Human Services Commission•San Antonio, TX

37d•Onsite

About The Position

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you! Under the supervision Director of Active Treatment and Training the Administrative Assistant II is responsible for all administrative duties related to clerical functions in support of the Active Treatment Services Department with specific assignments related to Vocational/Day Programs. These duties include but are not limited to: Support Vocational/Day Programs developing/implementing tracking systems, Prepares client payroll to include downloading work related data on to Voc Shop payroll software program, preparing gross pay reports and processing pay vouchers. Implements and use of MIMS, Hurricane and Citrix systems for ordering supplies. Assist with special programs as assigned by Director of Active Treatment Services. Serves as the backup Paymaster for Employment Services. Supports division and facility paperwork procedures. Submits work orders. Maintains division records and files. Serves as facility paymaster. Provides clerical supports for Residential Services Dept. Unit HMT meetings.

Requirements

Knowledge of computers, word processing, spreadsheets, and databases.
Ability to work with money, process invoices and reconcile accounts.
Good verbal and written skills.
Ability to work as a team and also independently to schedule and manage time.
Ability to follow through to task completion.
Ability to organize both routine and complex tasks, set priorities, and seek additional guidance from supervisor when needed.
Ability to establish and maintain effective work relations and display tact in difficult and stressful situations.
Ability to accept and work with system changes.
Ability to implement administrative procedures and to evaluate their effectiveness.
Graduation from a standard senior high school or equivalent is generally preferred. Experience and education may be substituted for one another.
Experience with Word and Excel.
Experience in administrative support work.
Experience in compiling and analyzing data.
Experience in monitoring and maintaining records using spreadsheet and database applications.
Experience in preparing monthly reports.
Experience working with money.
Experience with interpreting rules, regulations, and understanding policies and procedures.

Responsibilities

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Client worker payroll - Manages all payroll processes for client workers. This consist of daily operations to consist of importing/exporting data, missing cards, calculating weekly payroll, and payroll disbursement. Prepares billing and invoices for services rendered on behalf of the Vocational program.
Meets internal deadlines for payroll processing to accounting department, billing, meeting documentation, and administrative deliverables.
Individual daily allowances - processing and gathering signatures for daily allowance, disbursement of the daily allowance. Tracking and reporting of Vocational documents for timeliness.
Orders Supplies on behalf of Day/Vocational/Leisure Recreation/Active Treatment programs. Implements and use of MIMS, Hurricane, and Citrix systems for ordering supplies. Submits work maintenance orders. Maintains honest and accurate records of division records and files.
Attends all manager meetings and completes the manager meeting form during session, accurately documenting employee attendance, snacks, wok orders, program updates, and other key topics.
Other duties as assigned include but are not limited to actively participating and/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.

Benefits

comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees
defined benefit pension plan
generous time off benefits
numerous opportunities for career advancement

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