Administrative Asst III

TX-HHSC-DSHS-DFPS

11d•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. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage. Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. 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. Learn About Our State Supported Living Centers 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 for Client Services works under the direct supervision of the Assistant Director of Programs. The Administrative Assistant to the Assistant Director of Programs also serves as assistant to the Director of Residential Services and to the Director in the absence of his/her assistant. Works under limited supervision with considerable latitude for the use of initiative and independent judgement.

Requirements

Extensive knowledge in the formation of forms and presentations in excel and other Microsoft programs, PowerPoint.
Ability to teach/train others to develop and use databases and other office forms.
Collects and reviews Hiring packets for Director of Residential and Assistant Director of Programs before the due date.
Coordinates and schedules interviews for the Assistant Director of Programs and Director of Residential Services.
Proven ability to meet established deadlines.
Ability to establish and maintain effective working relationships with staff, clients, parents and others in the work context.
Ability to understand the importance of confidentiality
Proven ability to assess and solve problems; make decisions and effectively manage change.
Proven ability to communicate effectively both orally and in written format.
Must possess Valid Texas Class C Driver’s License to be checked yearly for any violations or suspensions or obtain it no later than 90 days after hire date. Applicants with out of state driver’s license must provide an original certified driving record from the State of driving licensure.
Eligible driving record required based on HHSC fleet Management Policy
Graduation from an accredited high school or GED, plus two (2) years secretarial work experience.
Additional related work experience may substitute for the required education on a year-for-year basis with a maximum substitution of two (2) years.
Each year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year-for-year basis.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/ Entities (LEIE).
Males between the ages of 18 – 25 must be registered with the Selective Service.
All State Supported Living Center Employees are subject to Random Drug Testing.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Responsibilities

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
The Administrative Assistant performs complex administrative support work to include but not limited to, the following: typing/composing of general correspondence, forms, reports, and memos; handling routine paperwork; routing phone calls; scheduling meetings; taking dictation and meeting minutes as necessary; handling travel arrangements; scheduling and maintaining the AOD and EDO calendars; works with Cashier on lockbox procedures, counts amounts of monies that are input into the lockbox, retrieves monies/tickets/credit cards that are in lockbox. The Administrative Assistant to the Assistant Director of Programs also serves as assistant to the Director of Residential Services and to the Director in the absence of his/her assistant; answering correspondences, reviewing mail, providing information and instructions to residential services personnel; develops and maintains office forms and databases to measure activities of the department; assembles and organizes information for internal and external auditors; assembles and organizes information for supervisor; maintains supervisor’s calendar. Works under limited supervision with considerable latitude for the use of initiative and independent judgement.
Other duties as assigned include, but are not limited to, actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recover or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Responsible for compiling Unit Ratio information per home in preparation of annual ICF Survey.