Administrative Asst II

Texas Health & Human Services Commission•Round Rock, TX

4d•$2,694 - $3,946•Hybrid

About The Position

The Texas Health and Human Services Commission’s Access and Eligibility Services division seeks an Administrative Asst II to provide secretarial and administrative support to an Eligibility Operations Program Manager. The role maintains confidential files and tracks assignments, reports, inquiries, and office activities. It reviews and distributes information about agency programs and services, prepares correspondence and reports, and produces documents using Word, Excel, and other software. The position also evaluates the accuracy of documents prepared by managers and staff and assists others with office equipment and automated systems. The Administrative Asst II answers and routes telephone calls, takes messages, responds to basic questions, arranges staff travel, maintains calendars, and develops and maintains filing and recordkeeping systems in compliance with retention schedules. The role also helps plan and coordinate meetings and conferences with state and federal groups. It requires attention to detail and the ability to apply complex policies and procedures in a fast-paced, demanding environment. The position is based in Round Rock, Texas, is eligible for telework, and may involve travel up to 40%.

Requirements

High school diploma or GED equivalent.
Experience as a clerk or administrative assistant in an office setting.
Experience working in a professional customer service environment.
Experience performing clerical or administrative duties such as filing, answering calls, taking messages, supporting a unit or team of directors, scheduling appointments, or coordinating travel.
Experience using a personal computer for inquiry and data entry.
Experience searching records to identify and retrieve information.
Experience preparing and proofreading documents.
Experience using Excel, Word, Outlook, and PowerPoint.
Knowledge of office practices and administrative procedures.
Skill in using standard office equipment and software.
Ability to communicate orally and in writing.
Ability to implement administrative procedures and interpret rules, regulations, policies, and procedures.
Ability to work occasional overtime, potentially including weekends, as required by management.
Applicants selected for hire must pass a fingerprint criminal history background check.
Applicants may not have a history of substantiated fraudulent activity against HHSC or a program it administers; applicants with an outstanding non-fraud overpayment balance must agree to repay it as a condition of employment.

Nice To Haves

Thirty college credit hours from an accredited college or university.
Experience with the Texas Integrated Eligibility Redesign System (TIERS).
Two years of work experience in eligibility programs such as Food Stamps or cash assistance, medical eligibility, or similar entitlement programs.
Bilingual English/Spanish skills.
Experience as a clerk or administrative assistant in the Office of Eligibility Services.

Responsibilities

Attend work on a regular and predictable schedule and perform other duties as assigned.
Open, date, sort, and distribute incoming and outgoing mail, reports, documents, and printouts.
Prepare and proofread correspondence, forms, letters, memoranda, travel or purchase vouchers, and other documents using a computer and software.
Communicate with internal and external contacts to provide, exchange, or verify information, answer inquiries, address issues, and resolve problems or complaints.
Provide technical assistance on policies, procedures, rules, regulations, standards, or requirements.
Answer telephone calls, refer callers to appropriate staff, take messages, and answer basic questions.
Arrange travel for staff, including hotel and transportation arrangements.
Maintain calendars for assigned staff or areas.
Maintain, file, retrieve, and purge records, files, and logs, ensuring compliance with record-retention schedules.
Schedule meetings, training sessions, or tests by coordinating dates, times, and facilities.
Prepare ongoing or special narrative and statistical reports.
Assist with planning and coordinating meetings or conferences with state and federal groups.
Work occasional overtime outside normal operating hours, which may include weekends, when required by management.
Work in a highly stressful, fast-paced environment under pressure to meet deadlines.