Administrative Asst III

Texas Health & Human Services Commission • Austin, TX

2d • $2,953 - $3,580 • Onsite

About The Position

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits:
DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.
Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Requirements

• High School diploma or GED required.
• Able to work 8 hours a day from Monday – Friday.
• Experience using office equipment and computer software (Microsoft Word, Excel, Outlook).
• Knowledge of English grammar, spelling, punctuation.
• Knowledge of use printers, copiers, fax machines, and phones.
• Knowledge of preparation of forms, records, and reports.
• Knowledge of State travel policies and procedures.
• Knowledge of ordering office supplies and coordinating maintenance of office supply equipment.
• Skill in verbal and written communications.
• Skill in answering a multi-line telephone.
• Skill in writing, proof reading, editing, and formatting high level written reports and correspondence.
• Skill in using computer and software, including Microsoft Office Suite, Adobe Pro and other spreadsheets, databases, or software programs.
• Skill in learning computer programs to complete specific tasks.
• Skill in taking meeting notes and/or transcribing minutes of meetings.
• Skill in problem solving and attention to detail.
• Skill in time management, organizing workloads, and setting priorities to meet deadlines.
• Ability to work independently when carrying out administrative tasks and with groups of people.
• Ability to type 50-90 words per minute.
• Ability to follow agency writing guidelines.
• Ability to follow written procedures and job aids.
• Ability to prioritize work, complete assignments on time, and meet stringent deadlines.
• Ability to coordinate and train administrative personnel.
• Ability to read and interpret agency, division and program policies and procedures.
• Ability to show problems and suggest or implement solutions when appropriate.
• Ability to deal with stressful situations in a diplomatic and tactful manner.
• Ability to maintain confidentiality when dealing with sensitive information/issues.
• Ability to work in a team environment.

Responsibilities

• Responsible for providing routine administrative support for assigned areas of the Newborn Screening (NBS) Unit.
• Distributes program information to internal and external customers verbally and in writing.
• Maintains NBS filing systems and spreadsheets.
• Helps with the preparation of reports, travel arrangements, supply inventory and ordering, scheduling and preparation for virtual and in-person meetings.
• Receives incoming telephone calls, faxes, e-mails.
• Scans and distributes documents for all areas of the Newborn Screening.
• Works with internal and external vendors.
• Generates work orders to support copiers, faxes, computers, phones, or other equipment.
• Helps with on- and off-boarding of employees.
• Responsible following agency processes to support privacy requirements.
• Serves as back-up to the unit Administrative Assistant IV.
• Work involves supporting the work of the unit staff, keeping filing systems, giving information, and communicating with internal and external customers.
• Assists the Advisory Committee position.
• The position requires communication skills, thoughtfulness, organizational and planning skills to carry out assignments independently.
• Works under general supervision of the Newborn Special Projects Manager with moderate latitude for initiative and independent judgment.
• Provides general administrative and customer support for the Newborn Screening Unit.
• Creates and edits documents using Excel and Word.
• Reviews documents for accuracy, grammar, formatting, and accessibility, following agency guidelines.
• Provides administrative support for Newborn Screening meetings, committees, and training.
• Receives, analyzes, distributes, and takes proper action for incoming mail, email, and telephone calls for the unit.
• Scans documents, distributes scanned electronic documents to program staff, and enters data from scanned documents into proper databases.
• Organizes, and distributes information, including educational materials, staff training materials, and policies and procedures.
• Evaluates requests and inquiries to decide which are priority matters and alerts accordingly for unit Managers and manages Outlook and meetings for the unit managers.
• Keeps Manager informed of pending decisions and commitments.
• Compiles and enters data for charts, graphs, databases, summaries, or reports into DSHS databases.
• Helps in the preparation of reports.
• Helps with scheduling, records management, and notes.
• Assists the Advisory Committee position.
• Maintains electronic filing systems and ensures folder access according to policy and procedures.
• Submits work orders and requests, giving staff appropriate access to shared folders and SharePoint.
• Maintains employee information in secure folders.
• Coordinates review of access to shared folders to ensure privacy standards are met.
• Assist unit managers with general human resources work, including employee hiring and exiting processes, orientation of new employees, scheduling interviews, creating new employee files, creating, and distributing protocols and orientation packets, and sending new employee paperwork.
• Coordinates assigned virtual and in-person meetings within the unit, supporting groups as needed.
• Records, transcribes, and distributes minutes within established time limits as directed by the Manager or designee.
• Helps director’s administrative assistant in maintenance of the master schedule of all meetings.
• Responsible for making necessary room arrangements and coordinating set-up and audiovisual equipment, and other planning tasks, as needed.
• Prepares, plans, and prepares handouts and other materials necessary for assigned meetings, as needed.
• Helps with travel arrangements and prepares travel vouchers; monitors supplies and completes supply orders.
• Coordinates internal and external vendors and DSHS Information Systems to ensure office equipment stays in working order.
• Generates, sends, and keeps records of work orders to support copiers, computers, phones, or other equipment.
• Makes sure actions are completed.
• Maintains inventory and orders supplies and equipment as needed.
• Enters requisitions into the DSHS financial information system with accuracy and timeliness.
• Tracks orders and documents the accuracy of the order and recipient.
• Makes sure actions are completed.
• Maintains a schedule and informs leadership of agency deadlines for sending orders.
• Other duties as assigned include, but are not limited to, actively taking part in and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
• Such participation may require an alternate shift pattern assignment or location.

Benefits

• insurance coverage
• other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED