Administrative Asst II/Switchboard

Texas Health & Human Services Commission•Mexia, TX

2d•$2,829 - $3,946•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. 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. 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! The Administrative Assistant II serves as receptionist/switchboard operator for the facility. The Administrative Assistant II performs routine (journey-level) administrative support work in areas such as tabulating, inventory control, running reports, time recording, entering requisitions, mail processing, data entry, answering phones, preparing documents, forms, and other duties as assigned appropriate to work in the department or program. Work involves answering/transferring both on-campus and off-campus phone calls, paging out emergencies services, monitoring weather conditions, monitoring fire alarms, logging vital information, as well as maintaining filing and data systems and general administrative support duties such as responding to inquiries and recording calendar events. Will use knowledge of the administration position to assist training clerks as needed. Works under general supervision with limited latitude for the use of initiative and independent judgment.

Requirements

High school diploma or equivalent.
Experience using automated office systems, equipment and basic computer software.
Administrative assistant or clerk experience.
Knowledge of office procedures and basic clerical duties.
Knowledge of modern phone equipment to include voice over internet protocol and pbx equipment.
Skill in the use of Microsoft Office systems to include TEAMs, Outlook, Excel, Word and PowerPoint.
Ability to organize information both orally and in writing.
Ability to utilize various databases effectively.
Ability to communicate accurately and tactfully both orally and in writing.
Ability to establish and maintain effective working relationships with customers, staff, peers, management and external contact.
Ability to prioritize and manage tasks effectively, producing work on time, no or minimal errors.
Skill in managing multiple priorities.
Ability to effectively use automated office systems, equipment and basic computer software.
Ability to communicate effectively both orally and in writing.

Nice To Haves

Must list experience on application or resume.

Responsibilities

Serves as a receptionist for the program administrative office.
Answers and directs all telephone calls as needed.
Communicates messages in a timely and accurate manner.
Greets visitors to the program and models professional behavior.
Types sensitive documents, maintaining strict confidentiality, and routes to appropriate parties for approval.
Prepares daily calendar information as requested.
Maintains confidential patient information, requires tact in receiving visitors, exercises initiative and good judgment in resolving visitor questions and providing maps.
Accurately takes messages and transfers callers to appropriate personnel.
Produces, reviews and proofs correspondence, reports, purchase orders, summaries, manuals, vouchers, records and other related forms.
Prepares department program reports, such as daily census, staff or individuals in care activity, other reports as required by department.
Compiles, organizes and tabulates data; performs calculations and prepares reports for managers as required such as inventory levels, requisitions entered, expenditure charts and tables.
Receives and transfers all inbound calls, as necessary.
Appropriately maintaining phone records and logging important information.
Pages out emergency services such as ambulance, fire department, for the campus, as instructed by medical, nursing, and risk management/safety departments.
Maintain adequate supplies for the unit.
Prepares emergency orders for supplies as needed.
Adequately and appropriately record and process all approved requisition purchases.
Periodically requires going off campus for purchases.
Makes copies, scans documents, files hard copy and electronic data as required.
Receives, stamps, and delivers mail; maintains office equipment; retrieves packages as needed; types letters and reports for staff as needed.
Performs routine clerical duties as assigned.
Serves as Notary Public for the program, notarizing all pertinent documents.
Acts as department notary when needed to notarizes documents required.
Prepares and submits facility work orders as needed.
Follows up on work order status and maintains work order reports.
Provides clear communication between the unit and maintenance department.
Communicates and distributes all necessary information regarding department business inquiries, activities and projects to team lead or manager.
Ensures communication in the department to appropriate areas (security, director, nursing, QIDP services, psychiatry, etc.).
Leads and assists clerks and administrative assistant I's as required.
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.