Administrative Asst II

TX-HHSC-DSHS-DFPS • Austin, TX

5d • Hybrid

About The Position

Under the supervision of the Radiation Registration Branch Manager, provides administrative and semi-technical support for the Medical and Industrial X-ray and Laser registration programs. Enters and updates information into the Versa database system. Identifies and solicits unregistered facilities. Answers phones and emails and responds to inquiries verbally and in writing, providing information concerning radiation rules, regulations, policies, and application procedures. Prepares letters, composes and revises forms and letters. Uses Excel, Microsoft Word, SharePoint, Outlook, Adobe, and other software programs. Participates as a member of various project teams, including radiological emergency response and continuity of operations. Works under general supervision with limited latitude for the use of initiative and independent judgment. Performs other duties as assigned.

Requirements

• Knowledge of: business English, spelling, grammar, and punctuation; office practices and administrative procedures; business letter writing and formatting.
• Skilled in: the use of personal computers and software applications; the use of Microsoft Office products; the use of Adobe products; the use of standard office equipment; verbal and written communication.
• Ability to: analyze written correspondence and determine necessary action; prioritize and organize work effectively; answer phones and respond to emails in a high-volume environment with professionalism and courtesy; work with others in a professional and courteous manner; communicate in writing and verbally with persons of various knowledge levels.
• Experience using computers for data entry and inquiry.
• Experience in creating written correspondence, reports, or forms.
• Experience in administrative support.

Responsibilities

• Provides administrative and semi-technical support for the Medical and Industrial X-ray and Laser programs.
• Reviews incoming actions for assignments and logs in new, renewal, and amendment registration actions into the Versa database.
• Scans and uploads documents into the program’s SharePoint to the appropriate reviewer work folders using correct naming conventions.
• Answers telephones and monitors the general X-ray registration email box on a rotating schedule.
• Responds to inquiries verbally and in writing in a timely manner and on a continuing basis.
• Interprets rules and requirements concerning registration policies and application procedures to the regulated community, applicants, agency staff, and to members of the public.
• Generates and mails renewal and expired notification letters and forms monthly for the medical, industrial, and laser registration programs.
• Solicits unregistered facilities that possess radiation machines.
• Participates in the development and/or revision of applications, forms, guidance documents, and letters.
• Assists in the development of administrative or technical policies and registration procedures.
• 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, including nuclear emergency response drills, exercises, and actual response to accidents.

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: No Education Listed