Administrative Assistant IV

TX-HHSC-DSHS-DFPS•Rusk, TX

1d•Onsite

About The Position

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below. The Administrative Assistant IV performs advanced, senior level administrative support work to the Assistant Superintendent. Work involves coordinating the dissemination of information, developing filing systems, and coordinating internal administrative support for the Assistant Superintendent. This work involves extensive interaction with staff from all areas of the hospital. Works under limited supervision with considerable latitude for the use of initiative and independent judgement. Will have dual campus responsibilities.

Requirements

Knowledge of business or program terminology, office procedures, spelling, punctuation, grammar and arithmetic is required.
Advanced computer skills to include Word, Excel, E-mail, and office equipment.
Ability to type minimum 60 words a minute.
Skill in the use of standard office equipment and software.
Ability to implement new administrative systems and procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.
Knowledge of office practices and administrative procedures
Clerical Functions
Organization/Filing
Ordering Supplies/MIMs
Arranging Travel
Coordinating Meetings
Time Keeping
Drafting Written Summaries
Statistical Reports
Schedules
Typing and Processing Policies and Procedures
License Verification
TAC, DSHS Guidelines, HHSC and RSH Policies and Procedures
Agenda/Minutes
Forms Formatting
Correspondence
Phone Etiquette
Principles of Teamwork
Strong Math Skills
Ability to implement administrative procedures, to interpret rules, regulations, policies and procedures, and to communicate effectively
Must possess a valid Texas driver license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.
Five years’ experience in administrative support work. Graduation from a standard senior high school or equivalent is generally preferred. Experience and education may be substituted for one another.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. Vaccines may be provided. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

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.
Provides high-level administrative support for projects, committees, and reports: Coordinates several projects on behalf of the Assistant Superintendent, including but not limited to committee minutes and agenda, support for Employee Council events, special projects related to support departments supervised by the Assistant Superintendent.
Provides technical, clerical, and administrative support services to the Superintendent’s Office. Work involves disseminating information, maintaining filing systems, and performing internal administrative support such as answering and routing phone calls, taking messages, and directing visitors to the appropriate staff. Organizes and handles logistics associated with meetings, appointments and conferences such as notifying and sending reminders to participants, reserving conference rooms, ensuring sufficient seating, coordinating audio/visual equipment, ect. takes minutes, prepares agenda, and prepares handouts for assigned committees and other meetings.
Performs general office duties such as ordering supplies (MIMS, Office Deport, Procard usage as needed), medical equipment, and assists with general human resource tasks such as assisting with hiring paperwork as assigned.
Plans, organizes, and performs a variety of administrative activities designed to relieve the Assistant Superintendent of routine tasks such as: preparing reports, collecting and organizing statistical data, drafting written summaries, developing forms, etc.
Serves as a resource to administration by having a working knowledge of HHS policies and procedures, Texas Administrative Codes, Rusk State Hospital Hospital policies and procedures, and standards of external regulatory agencies such as the Joint Commission and Medicare and Medicaid Services. Assists in the development of administrative or technical assistance policies and procedures. Prepares and disseminates information concerning agency programs and procedures.
Maintains an accurate and up to date calendar for supervisory staff. Assists in planning meetings and prepares minutes as assigned and according to Administrative Policy and Procedure.
Prepares, edits, and distributes correspondence, reports, studies, forms, and documents on behalf of the Superintendent’s office as assigned..
Researches, composes, designs, and edits agency publications such as brochures, forms, and manuals.
Performs other duties as assigned. 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 recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Benefits

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

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