Administrative Asst IV

TX-HHSC-DSHS-DFPS•Vernon, TX

3d•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. 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 ten psychiatric hospitals, two youth residential treatment facilities, 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 to the Assistant Superintendent. The Administrative Assistant IV provides staff service functions, working with Human Resources, Business Offices, Facility Competency, Training and Development, Information Services and Quality Management. The individual will help to ensure that all departments who fall under the direction of the Assistant Superintendent’s purview run smoothly and efficiently. The Administrative Assistant IV’s work will involve dissemination of information, developing filing systems, taking notes for confidential workgroups and meetings, working on complex projects of the position that require the ability to capture complex discussion outcomes in writing. The Administrative Assistant IV works under the direct supervision of the Assistant Superintendent with moderate latitude for the use of initiative and independent judgment. The Administrative Assistant IV will work in close concert with the Executive Assistant for the Superintendent to ensure the hospital’s wide support and coverage of the General Admin. Department. This position will support the facility by acting as backup for other areas in times of absence and as hospital needs demand. 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.

Requirements

Must be skilled in the following areas: Organization/Filing, Ordering Supplies, Arranging Travel, Coordinating Meetings, Time Keeping, Drafting Written Summaries, Reading statistical reports, Scheduling meetings, events, License Verification, Phone Etiquette.
Skills in office management, business administration, human resource administration, or budget preparation work.
Skilled in completing multiple assignments with varied guidelines.
Skill in the use of standard office equipment and software, more specifically Excel, Word, PowerPoint.
Ability to implement administrative procedures, to interpret rules, regulations, policies and procedures, and to communicate effectively.
Ability to work harmoniously with various departments while main the mission and vision of the facility.
Must possess a valid Texas driver's license or obtain it no later than 90 days after hire date. Applicants with an 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.
Three (3)yrs. experience in administrative support work
Three (3)yrs. experience using Microsoft Office Products
Three (3) years experience in preparing and maintaining records, files, and reports.
Three (3) years experience with customer service
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.
Must bring your I-9 documentation with you on your first day of work.

Nice To Haves

Associates Degree preferred.

Responsibilities

Provides support for the Vernon campus Human Resource duties by preparing documents, letters and memos as needed. Tracks position descriptions and performance evaluations of personnel under direct supervision of the Assistant Superintendent, to ensure the closure/completion of requests/assignments made. (10%)
Coordinates the functions/operations of the office of the Assistant Superintendent, which includes but is not limited to: Triage emails, calendar management, directs calls and correspondence, provides assistance and information throughout the facility and the State Hospital System (SHS). Provides important information to the Assistant Superintendent and forwards urgent information in a timely manner to keep the Assistant Superintendent fully informed and current regarding needed responses.
Serves as a liaison for the Assistant Superintendent, to schedule meetings, appointments and conferences with members throughout the facility, the community, and the State Hospital System (SHS). (35%)
Coordinates medical staff record retention on the Vernon Campus in accordance with HHSC Guidelines. Initiate’s recruitment letters, applications, and information packets to physicians and Allied Health Professionals seeking employment at VSH. Coordinates all disciplinary action according to the Performance and Conduct policy. This includes developing, assisting and reviewing Disciplinary Action Notices and Disciplinary Action Decision notices and handling the grievance process, and working with HHSC Human resource liaison, legal services, hospital executive leadership, as well as program directors, department heads, discipline coordinators and non-managerial staff supervisors. Included in this is having and maintaining a functional knowledge of employee leave and related policies and procedures. (15%)
Processes Vernon campus medical staff payroll changes, handles medical staff leave requests, serves as leave coordinator for clinical department heads, arranges orientations, ongoing trainings and tracking of timesheets. Processes paperwork and is responsible for maintaining various spreadsheets including but not limited to educational leave, Tuition Reimbursement, Employee Referral Program, Contractor Onboarding, Fingerprints, Reasonable Suspicion, Moonlighting, self-reports, FMLA and unemployment claims while providing the highest level of confidentiality. (15%)
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.