Administrative Asst III

Texas Health & Human Services Commission•Austin, TX

2d•$3,101 - $4,366•Onsite

About The Position

The Administrative Assistant III - Area Coordinator performs journey-level administrative duties and technical program assistance to support unit operations. Under direct supervision and with general supervision and moderate latitude for initiative and independent judgment, the position establishes and maintains record-keeping systems, handles confidential documents, communicates with the public and organizational stakeholders, coordinates meetings and travel, and supports purchasing and office operations. The role gathers and reviews documents and data, prepares and routes reports and forms for approval, and assists with audits, compliance checks, and reporting. The position is based at Austin State Hospital, is not eligible for telework, and generally follows normal working hours. Regular and solid attendance is required; flexibility, overtime, extended hours, or alternate shifts may be required, including during disaster response or Continuity of Operations activation.

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.
Knowledge of office practices, administrative procedures, business English, spelling, grammar, state travel policy and procedures, record-keeping and filing systems, and HIPAA laws.
Written, verbal, proofreading, editing, timekeeping, and Microsoft Office skills.
Ability to implement and evaluate administrative procedures; interpret complex rules, regulations, policies, and procedures; communicate effectively; and train others.
Ability to work independently and as a team member, manage multiple projects and deadlines, prepare correspondence, forms, and requisitions, and maintain confidential information and secure documents.
Must pass required fingerprint criminal background check, pre-employment drug screen, and registry checks.
Must be at least 18 years old for employment at a state-operated facility.
Compliance with HHSC immunization policy and state hospital immunization procedures is required.
Males ages 18–25 must be registered with the Selective Service.

Responsibilities

Establish, track, and maintain accurate, current, and secure internal record-keeping systems; handle confidential records in accordance with agency policies and regulations.
Communicate professionally with the public, internal staff, government agencies, and private organizations, and respond to inquiries about agency rules, regulations, policies, and procedures.
Maintain inventories of office supplies, furniture, and equipment; obtain needed goods and services using appropriate purchasing methods and procedures.
Organize and coordinate meetings, conferences, and seminars, including scheduling, agendas, logistics, materials, communications, documentation, and follow-up.
Arrange travel, process travel requests, and prepare 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 directors or area leadership for electronic-signature approval.
Compile and review studies and other documents for quality, accuracy, and compliance with facility and department guidelines; assist with audits, compliance checks, and reporting.
Maintain filing systems and support secure storage and retrieval of documents.
Answer phone calls, distribute mail, direct inquiries, and coordinate workflow among organizational units.
Keep the office organized and functional and order office supplies and equipment.
Attend work regularly and perform other assigned duties, including supporting disaster response, recovery, or Continuity of Operations activation as needed.