Administrative Asst II
About The Position
The Administrative Assistant II in the Extended Forensic Treatment Program (EFTP) performs routine, journey-level administrative support. The position maintains filing and data systems and provides general administrative assistance, including responding to inquiries and recording calendar events. The role works under general supervision, with limited latitude to use initiative and independent judgment, and may assist with training clerks. Duties also include supporting agency disaster response, recovery, or Continuity of Operations (COOP) activation, which may require an alternate shift pattern or work location. The position may be eligible for additional pay for work performed in maximum-security locations. The role is based at Vernon State Hospital in Vernon, Texas. It is full-time, nonexempt, and not eligible for telework according to the posting’s position details. Travel of up to 5% may be required. Flexibility in work hours may be required, including overtime or extended hours, and the employee may be asked to work a specific, rotating, or extended shift schedule. Applicants must have 18 months of experience performing administrative duties in an office setting and at least 24 months working with Microsoft Outlook, Excel, Word, PowerPoint, and Teams. A valid Texas driver’s license is required, or must be obtained within 90 days of hire; a current notary public license is required or must be obtained within 12 months where needed. Applicants must pass specified pre-employment screening and comply with applicable HHSC immunization policy and state hospital procedures.
Requirements
- At least 18 months of experience in an office setting performing administrative duties.
- At least 24 months of experience working with Microsoft Outlook, Excel, Word, PowerPoint, and Teams.
- Skill in using Microsoft Office systems, including Teams, Outlook, Excel, Word, and PowerPoint.
- Ability to organize information orally and in writing.
- Ability to use and evaluate various databases effectively.
- Ability to communicate accurately and tactfully, orally and in writing.
- Ability to prioritize and manage tasks effectively and produce timely work with no or minimal errors.
- Ability to use automated office systems, equipment, and basic computer software effectively.
- Must have a valid Texas driver’s license or obtain one no later than 90 days after hire; applicants with an out-of-state license must provide an original certified driving record, and an eligible driving record is required under HHSC Fleet Management policy.
- Must have a current notary public license or be able to obtain one within 12 months where needed.
- Must pass a fingerprint criminal background check, pre-employment drug screen, and applicable registry checks.
- Must comply with HHSC immunization policy and state hospital operating procedures related to immunizations.
Responsibilities
- Serve as receptionist for the program administrative office; answer and direct routine inquiries, communicate messages, greet visitors, prepare calendar information, and route confidential documents for approval.
- Produce, review, and proof correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and other forms.
- Prepare program reports, compile and tabulate data, perform calculations, and prepare reports for managers, including information on census, activity, inventory, requisitions, and expenditures.
- Maintain unit supplies, prepare emergency supply orders, and record and process approved requisition purchases; periodically go off campus to make purchases.
- Copy and scan documents and maintain hard-copy and electronic files.
- Receive, stamp, and deliver mail; maintain office equipment; retrieve packages; type letters and reports; and perform routine clerical duties.
- Serve as a notary for the program and notarize pertinent documents as needed.
- Prepare and submit facility work orders, follow up on their status, maintain work order reports, and communicate with the maintenance department.
- Communicate and distribute information about department business, inquiries, activities, and projects to the team lead or manager and appropriate departments.
- Lead and assist clerks and Administrative Assistant I employees as required.
- Participate in or support agency disaster response, recovery, or Continuity of Operations activation, potentially at an alternate shift pattern or location.
- Attend work regularly and perform other duties as assigned, including work on a specified, rotating, extended, or overtime schedule when required.
Benefits
- 100% paid employee health insurance for eligible full-time employees
- Defined benefit pension plan
- Generous time off benefits
- Opportunities for career advancement
- Potential additional pay for work performed on maximum-security locations
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
