Administrative Asst IV - Assistant Director of Administration

TX-HHSC-DSHS-DFPS•Brenham, 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. Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you! Under the supervision of the Assistant Director of Administration the State Supported Living Center, the administrative assistant performs highly complex administrative staff services support, prioritizes workload, complies with deadlines, and works on multiple tasks with rapidly changing deadlines. Maintains effective working relationships with internal and external customers. Performs a variety of highly complex administrative assistance in support of the Assistant Director of Administration such as scheduling, receptionist, disseminating information, compiling reports and assignments and assisting with the maintenance of the filing systems. Position requires tact, diplomacy, and planning to accomplish assignments. Provides technical, human resources and policies and procedures advice to staff. Work is performed under minimal supervision with considerable latitude for use of initiative and independent judgment and ability to multi-task and meet workload schedules and deadlines.

Requirements

Working knowledge of business English, grammar, spelling, punctuation, basic bookkeeping practices, and business math.
Knowledge of departmental rules, regulations, policies, and procedures.
Skilled in the use of personal computer and software packages (i.e., Word, Excel, FoxPro, PowerPoint, Access, Microsoft Windows), laser printers, Local Area Network, and electronic file maintenance.
Skilled in the use of photocopier and fax equipment.
Skilled in hard copy and electronic filing systems and records retention concepts.
To apply and interpret departmental rules, regulations, policies, and procedures.
To work independently on difficult or complex administrative tasks.
To utilize computer equipment/software to independently produce accurate, complex reports, correspondence, tables, slide presentations, charts and spreadsheets.
To type accurately from rough drafts and/or transcription equipment.
To exercise sound judgment when prioritizing work.
To maintain pleasant, polite, effective working relationships with superiors, peers, and subordinates.
Two or more years of administrative executive level support.
Experience working with the public in person and by telephone.
Extensive experience with drafting correspondence, preparing spreadsheets and reports, and utilization of MS Access database software.
Experience scheduling and daily maintenance of calendars for an executive level supervisor.
Experience composing, proofreading, and editing documents using Microsoft Word and Outlook.
Extensive experience in being attentive to details and instructions given.
Experience with effective written communication, correct grammar, and spelling.
Extensive experience working with deadlines and sensitive information.
Experience preparing, maintaining, and interpreting legal documents.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/ Entities (LEIE).
All State Supported Living Center Employees are subject to Random Drug Testing.
Flexibility in work hours may be required for this position.
The position may be required to work overtime and/or extended hours.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Responsibilities

Maintains data systems, including performing data entry, retrieval, processing reports, correcting identified entry errors, and other tasks as assigned.
Provides quality customer service through receiving and responding to routine telephone calls, emails, faxes, and in-person inquiries regarding departmental/division/agency procedures in a positive and professional manner.
Responds to request for information and referral both externally and internally. Requires an intense level of direct contact with customers and the general public responding to inquiries about programmatic process and rules, laws, regulations and procedures.
Exercises tact, discretion and judgment responding to inquiries concerning rules and standards. Maintains confidentiality of division and program information at all times.
Prepares confidential material, correspondence, memos, reports and complex tables working from a draft and/or transcribed data to be entered on a computer.
Drafts responses for routine correspondence as directed by the Assistant Director of Administration. Proofs, edits, make suggestions for improvement and track correspondence for Director.
Maintains calendar, coordinates/schedules meetings, and reviews on a daily basis with Assistant Director of Administration.
Ensures items tracked are approved in a timely manner and assists in routing these documents as appropriate.
Works directly with administrative staff at the center in interpreting policies, rules, procedures and providing guidance and technical assistance.
Backup for the facilities annual inventory
Performs other duties as assigned.