Administrative Asst III

Texas Health & Human Services Commission•Austin, TX

1d•$2,953 - $3,660•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. Functional Title: Administrative Asst III Job Title: Administrative Asst III Agency: Health & Human Services Comm Department: Consolidated Mail Staff Posting Number: 21281 Closing Date: 03/11/2027 Posting Audience: Internal and External Occupational Category: Office and Administrative Support Salary Range: $2,953.25 - $3,659.50 Pay Frequency: Monthly Salary Group: TEXAS-A-13 Shift: Day Additional Shift: Days (First) Telework: Not Eligible for Telework Travel: Up to 20% Regular/Temporary: Regular Full Time/Part Time: Full time FLSA Exempt/Non-Exempt: Nonexempt Facility Location: Job Location City: AUSTIN Job Location Address: 1100 W 49TH ST (DHT) Other Locations: MOS Codes: 0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN YN,YNS Brief Job Description: Performs complex (journey-level) administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management with moderate latitude for the use of initiative and independent judgment. Performing administrative support work involving disseminating information, preparing correspondence, creating reports, tracking data, and documents regarding State Office mail matters. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This position trains and leads one or more mail office employees in the sorting and distribution of state mail. Develops, coordinates, and maintains record keeping and filing systems; coordinates meetings, conferences, and seminars as well as coordinates and schedule travel and appointments for professional staff as necessary. Position will create, maintain, and enter mail count information into databases and compiles data for charts, graphs, databases, summaries, or reports. This role may be assigned to enter purchasing requests (enter requisitions) in the CAPPS Financial system, and performs related work as assigned. This role will provide administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS).

Requirements

Valid Texas Drivers' License
Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic.
Knowledge of United States Postal Service rules and regulations.
Knowledge and ability to interpret guidelines, to develop, monitor and adhere to agency policies and standards.
Skill organizing and recording files using Microsoft Windows Suites.
Skill in the use of a computer and office equipment.
Ability to prepare and maintain records.
Ability to communicate effectively in a team environment and train others.
Ability to read and understand rules, regulations, policies, and procedures.
Ability to communicate effectively verbally and in writing.
Ability to function effectively in a team environment.
Ability to establish priorities in workloads.
Ability to move/push or pull up to 15-100 pounds.
Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.
Experience in answering telephones, referring callers to appropriate staff, taking messages, and answering basic questions.
Graduation from an accredited high school or GED.
Experience in the use of standard office equipment and software including Word, PowerPoint, Excel, and Microsoft Outlook.
Experience in maintaining and monitoring records and files, or logs, including electronic records.

Nice To Haves

Experience is preferred for handling, sorting, tracking, and distributing mail to stakeholders.

Responsibilities

Provides administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management.
Performs administrative support work involving disseminating information, preparing correspondence, creating reports and documents regarding State Office mail matters.
Supports and assists supervisors with plans for repairs, services, and reports on fleet vehicles.
Supports and assists managers with maintaining office schedules and appointments.
Assists with internal mail delivery.
Arranges for the scheduling and transfer of surplus items.
Performs backup office coverage duties.
Supports managers and supervisors in onboarding new employees.
Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies.
Provides administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS).
Provides training for current, newly hired, and temporary mail services employees, showing job tasks for the position and cross training to other mail office positions to facilitate backup capability.
Ensures the collection of inbound mail from the US Post Office is completed daily, assigning sorting, and distributing tasks to employees and routing to appropriate mail bins.
Delivers HHS State Office agencies mail twice daily.
Reviews, edits, and reconciles discrepancies in reports, purchase orders, correspondence, summaries, manuals, vouchers, journals, ledgers, requisitions, records, and other related forms.
Develops and keeps files.
Updates these files regularly, making changes as appropriate.
Prepares postage summary reports for HHSC Mail Services accountant, maintaining accurate mail count logs.
Maintains an organized filing system.
Uses computer programs i.e., Excel and Word proficiently to complete and maintain ongoing records and postage expenditure reports.
Maintains postage expenditure data for programs by inputting budget numbers in the remote accounting systems, using vendor proprietary software/hardware.
Enters purchase requests into CAPPS Financial system as a requisition entry.
Documents and tracks mail counts, verifies, and performs data entry, creates manifests for receipt of courier shipments and other accountable mail items, to include Overnight Couriers and United States Postal Service Certified, Registered and Express mail using Microsoft Windows and Excel spreadsheet applications and/or vendor proprietary software.
Communicates effectively in person, via email, and phone exchanging or verifying information, answering inquiries, addressing issues or concerns, resolve problems and/or complaints in person and on the telephone.
Performs customer service duties by assisting the public and staff in filling out forms and provides information to internal and external customers via email or phone.
Prepares outbound mail for USPS representatives and vendors.
Consolidates, classifies, and prepares all classes of outbound mail for postage, adhering to current US Postal Service rates and fees.
Weighs and meters outbound 1st class mail using high production mailing equipment.
Closes out and records accounting system and daily postage activity in logbook.
Processes individual programs inbound Business Reply Mail, Express and Certified mail using Microsoft Windows applications.
Uses copiers, scanners, and vendor proprietary software and equipment to document inbound accountable mail and overnight express courier mail to create an internal chain-of-custody and to capture customer signatures on portable handheld devices and copy manifest.