Administrative Asst IV

TX-HHSC-DSHS-DFPS • Dallas, TX

3d • Hybrid

About The Position

The Office of Guardianship Services (OGS) Administrative Assistant IV
reports to the OGS Unit Supervisor and is responsible for complex administrative support work for the supervisor and field staff. The position performs administrative duties to include, but not limited to technical support of the operations of the OGS program, data entry into the Guardianship Online Data System (GOLD), creating Excel spreadsheets, maintaining monthly budget reports, composing replies to routine and non-routine correspondence, disseminating information, preparing, analyzing and editing reports, reviewing legal documents, analyzing trends, creating tracking sheets and monitoring tools for quality assurance and monitoring GOLD for accurate input and dates as well as maintaining confidential files and reports. This position answers multi-line telephones, routes calls to appropriate staff and takes messages, processes mail which may include driving to the post office for next day mailings. Position assists all unit staff in travel reservations and completing of e-travel. Notarizes legal documents. May provide coverage to other units and may provide guidance to others.

Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

“This position is eligible for telework consistent with HHSC telework policy, which is subject to change. Employees may
be required
to work in the office one or more days a week.”
The selected candidate must have the ability to provide a reliable internet service in a home office location free from distractions and will
provide
the ability to ensure confidentiality of client and
employee’s
information.

Requirements

• Graduation from a standard senior high school, GED or equivalent.
• A valid driver’s license
• Travel at least 10% outside of your assigned work location is required.
• At least three (3) years of experience in administrative support operations including but not limited to data entry; preparing, editing and distributing correspondence and reports; maintaining filing and record keeping systems; meeting deadlines; answering phones and working with stakeholders
• Advance technical and administrative experience in Microsoft Word, Excel, Power Point, Outlook, Adobe, and standard office equipment
• Experience in developing and maintaining databases of information and extracting reports
• Experience making travel arrangements
• Must be able to work past normal business hours as requested by the Unit Manager
• Employment contingent upon passing a criminal background check and annually thereafter.
• Must become a licensed notary within the first year of employment.
• Knowledge of office practices and administrative procedures.
• Strong organizational skills.
• Skill in use of personal computers and software applications in a windows environment (Word, Excel, PowerPoint, Access, Outlook).
• Ability to navigate the Guardianship Online Database System for data input and monitoring.
• Ability to maintain filing systems. Ability to handle and safeguard sensitive and confidential information.
• Ability to work independently and exercise judgment in making administrative and technical decisions.
• Ability to develop/implement administrative procedures and to evaluate their effectiveness.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to understand and follow verbal and written instructions.
• Ability to effectively communicate both in writing and orally.
• Ability to establish and maintain effective working relationships with supervisor and co-workers.

Nice To Haves

• Thirty semester hours from an accredited college or university may be substituted on a year for year basis for the required experience.

Responsibilities

• Performs advanced administrative and technical tasks in the areas of program administration; responsible for developing, analyzing, and preparing complex Management Information reports and budget analysis with proposed recommendations for Program Supervisors review.
• Routinely utilizes common software applications, including Microsoft Outlook, Word, Excel, PowerPoint and Adobe systems. From these applications, will create presentations, documents, or spreadsheets of information to be used by unit staff.
• Prepares and reviews legal documentation, drafts written correspondence and other documents.
• Notarizes legal documents.
• Processes purchase orders, makes travel arrangements, and prepares and reviews travel authorizations and claims for technical accuracy for all staff, within established time frames.
• Develops and maintains databases of information; inputs data and initiates query of data from the Guardianship Online Database System for creation of complex, routine, and special statistical analysis reports requested by the Program Supervisor.
• Assists the Program Supervisor and field staff with a variety of administrative matters, including scheduling interviews for unit specific position vacancies.
• The OGS Administrative Assistant answers phones on a rotating basis for building coverage and on a daily basis for the guardianship program.
• Will route calls to appropriate staff, return calls and take messages, manages the Supervisors calendar, manages unit leave calendar and training calendar, prepares responses for the Supervisor for inquiries from OGS program staff, service providers, other state agencies, and the general public regarding the Office of Guardianship Services program, and monitors the OGS budget.
• The OGS Administrative Assistant will be the first contact with stakeholders in person and via telephonic interaction and will display a positive attitude toward customer services.
• Administrative Assistant will develop liaisons and working relationships with all guardianship staff and program regional attorneys as well as with county court staff including clerks, attorneys, county attorneys and court appointed representatives through in person and phone contact.
• The assistant is responsible for the preparation and review of legal correspondence, administrative documents and court documents as well as obtaining court documents from local and non-local court houses to ensure the required information is available to program.
• Obtaining documents will require travel to court houses, county courts or clerks’ offices.
• The assistant is responsible for external database searches involving understanding and navigation of the internet to identify real and personal property of proposed wards within the state of Texas and other states, in order to complete guardianship applications.
• Assistant will verify legal filings were filed timely and correctly and notify staff of any inaccuracies.
• The OGS Administrative Assistant must work independently by reviewing program referrals and obtaining additional information from referral sources, other state agencies and courts.
• Will answer general guardianship referral questions.
• Will complete inventories or assist staff with the personal and real property inventory of the clients served.
• Will manage the guardianship storage room and properly label and organize any property belonging to clients.
• Will track, document, file and inventory the personal and confidential, original documents belonging to clients in the guardianship locked firesafe storage cabinets.
• Will review all documents every 6 months and document findings in database.
• Will monitor bank and trust accounts of clients.
• Will exercise considerable judgement in determining needed items for the client, will shop for the client and deliver purchased goods to the client.
• Must be able to maintain a regular and predictable work schedule.
• Will be required to assist in field training and communicating.
• Performs other job duties as may be assigned and required to maintain unit operations.

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
• qualifying organization for the Service Loan Forgiveness Program
• excellent health benefits
• special discounts on many products and services through the Discount Purchase Program
• a lifetime monthly retirement annuity as well as Texa$aver 401(k) and 457 Programs under the Employees Retirement System of Texas
• 12 days of paid annual leave, 12 sick days, and the potential to earn up to four days of administrative leave each year. Your annual paid leave accrual increases as your tenure increases.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees