Administrative Asst III

Texas Health & Human Services Commission•Vernon, TX

8d•$3,101 - $4,366•Onsite

About The Position

Under direct supervision, the Administrative Assistant III - Area Coordinator performs journey-level administrative duties and technical program assistance to support unit operations. The role establishes and maintains internal record-keeping systems, handles confidential records in accordance with agency policies, communicates with the public and organizational stakeholders, and coordinates meetings, events, travel, and reimbursements. It also supports purchasing and inventory, prepares and routes reports and forms for approval, reviews documents for accuracy and compliance, and maintains organized filing and office systems. The position works under general supervision with moderate latitude for initiative and independent judgment. It requires regular attendance and is not eligible for telework; normal working hours apply, although flexibility, overtime, extended hours, or alternate schedules may be required in some circumstances. Other duties may include supporting disaster response, recovery, or Continuity of Operations activities.

Requirements

At least two years of experience in a professional support role.
At least three years of experience working with Microsoft products such as Outlook, Excel, Word, and PowerPoint.
At least two years of experience working in a psychiatric hospital.
Knowledge of office practices, administrative procedures, business English, spelling, grammar, state travel policy and procedures, record keeping, filing systems, and HIPAA laws.
Skill in written and verbal communication, proofreading and editing, timekeeping, and Microsoft Office products.
Ability to implement and evaluate administrative procedures; interpret rules, regulations, policies, and procedures; communicate effectively; and train others.
Ability to work independently and as a team member, manage multiple projects to deadlines, and prepare correspondence, forms, and requisitions.
Ability to maintain confidential information and secure documents.
Regular and solid attendance is required.
Must pass required fingerprint criminal background, pre-employment drug screening, and registry checks.
Applicants must be at least 18 years old to work at a state-operated facility.
Compliance with HHSC immunization policy and state hospital immunization procedures is required.

Responsibilities

Establish, track, and maintain accurate, current, and secure internal record-keeping systems; manage confidential records and their creation, transmission, reproduction, and distribution.
Communicate professionally with the public, internal staff, government agencies, and private organizations, and respond to inquiries about agency rules, policies, procedures, and regulations.
Maintain office supply, furniture, and equipment inventories; obtain needed goods and services using applicable purchasing methods and agency procedures.
Organize and coordinate meetings, conferences, and seminars, including scheduling, agendas, logistics, materials, communications, and follow-up.
Handle travel arrangements, travel requests, and reimbursement vouchers.
Monitor and initiate purchases of office supplies, training materials, and conference registrations.
Gather, review, and analyze documents and data; prepare and route reports and forms to facility or area leadership for electronic-signature approval.
Review studies and documents for quality, accuracy, and compliance, and assist with information gathering for audits, compliance checks, and reporting.
Maintain filing systems for secure storage and easy retrieval; answer phone calls, distribute mail, and direct inquiries to appropriate personnel.
Coordinate workflow among organizational units, order office supplies and equipment, and help maintain an organized, functional office environment.
Attend work regularly and perform other assigned duties, including potential support for disaster response, recovery, or Continuity of Operations activities.