Administrative Asst IV

TX-HHSC-DSHS-DFPS • Austin, 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 eleven psychiatric hospitals, two 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 serves as primary administrative support for the Regional Clinical Laboratory at Austin State Hospital. Performs responsible and complex administrative secretarial work, serves as intermediary in carrying out delegated administrative detailed duties, and as communication liaison for the laboratory. Work involves assisting in the performance of detailed and specialized projects pertaining to fiscal, administrative, and/or program functions of the laboratory department. Assembles, organizes, and tabulates statistics and data generating reports for the monitoring and evaluation of Laboratory Services. Work requires familiarity with the laws and regulations controlling the agency, its functions, policies and procedures, and the making of decisions in the application of such laws and regulations. Work is performed under minimal supervision with latitude for the exercise of independent judgment. Prepares routine and special correspondence, provides procurement and purchasing duties. Acts as building manager. Assists the laboratory with preparation and recording of budget figures and monitoring of lab expenditures. The position demonstrates the ability to assume responsibility without direct supervision; exercises initiative and judgment; and makes decisions within the scope of assigned authority. This position supports a busy and multitasking office with administrative level lab staff. Participates in accreditation programs. This position is fast paced, multitasked, and deadline oriented. Must understand that duties, location of job assignment, and shift pattern are subject to change as determined by the administration to meet the needs of Hospital. Must understand that the duties may include exposure to blood or other potential infectious materials. Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Supports the mission and vision of the facility.

This position will compile materials for meetings, trainings, and presentations, as well as disseminating and explaining information dealing with agency programs and laboratory procedures.  Must compile data in order to create charts, graphs, and report for reports. 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. Must understand that duties, location of work, and shift patterns are subject to change as determined by the administration to meet the needs of the hospital. Must understand that the duties may include exposure to blood and other potential infectious material.

Requirements

• Knowledge of office practices and administrative procedures.
• Knowledge of business English, spelling and grammar.
• Knowledge of state travel policy and procedure.
• Knowledge of record keeping and filing systems.
• Skilled in the use of standard office equipment.
• Skilled in the use of electronic data and/or word processing equipment and software, to include Microsoft office products (Outlook, Word, Excel, PowerPoint).
• Skilled in written communications.
• Skilled in proofreading, editing, and formatting.
• Skilled in verbal communications.
• Proficiency in Microsoft Office application.
• Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to train others.
• Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively, provide guidance and train others.
• Ability to manage purchasing and procurement.
• Ability to work independently and as a team member.
• Ability to manage multiple projects while meeting timelines.
• Ability to prepare correspondence, forms and requisitions.
• Ability to implement administrative procedures and to evaluate their effectiveness.
• Ability to communicate efficiently and effectively using both written and verbal skills.
• Ability to interpret complex rules, regulations, policies and procedures.
• Ability to understand the basic elements of mental health programs.

Nice To Haves

• Associates degree preferred.  Two years’ experience can be substituted for degree

Responsibilities

• Attends work on a regular basis and may be asked 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.
• Serves as primary administrative support for the Regional Clinical Laboratory at Austin State Hospital and is responsible for planning, directing, organizing, and monitoring flow of work in Nursing Administration; Performs all procurement and purchasing for the laboratory; and coordinates special projects.
• Develops, coordinates, and maintains filing system for correspondence, minutes, reports, competency files, and employee tracking files for the laboratory. Maintains accurate credentialing files of certified laboratory staff.
• Position is responsible for collecting and/or preparing reports or manuals as directed. Compiles data for charts, graphs, and databases. Prepares report summaries as directed.
• Position is responsible for all mail distribution for the laboratory. Position will review, sort, and screen all documents and correspondence, handle and/or route to other departments.
• The position is responsible for maintaining tracking system for time sensitive material, i.e., staff certification and performance evaluations, and special projects as assigned.
• Acts as building manager. Responsible for entering work tickets and building status.
• Position is responsible for purchasing and procuring consumables and services through CAPP Financial.  Position will create purchase order requisitions, purchase order change notices, capital funding purchases, and warehouse orders.
• Coordinates meetings chaired by the laboratory manager or as designated, and is responsible for preparing agendas and taking, transcribing, and distribution of minutes of meetings as indicated. Position coordinates calendars, announcements, and reminders of meetings. Ensures all reports and summaries are completed and turned in by assigned deadlines and prior to coordinating meetings from the Laboratory manager.
• Compiles and prepares materials for nursing conferences and job fairs. Coordinates travel arrangements for Nursing Department attendees.
• Assists in compiling and analyzing data, making calculations, manipulating complex spreadsheets and tables, and prepares and disseminates reports.
• 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

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree