Administrative Assistant IV / Plant Operations

TX-HHSC-DSHS-DFPS • Waco, 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, 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.

Under the direction of the Plant Manager, the Administrative Assistant IV / Maintenance Support performs complex-level administrative duties, technical program assistance, and financial tasks to support leadership operations of the department. Work involves establishing, tracking, and maintaining internal record-keeping systems, ensuring all files are accurate, up-to-date, and securely stored; purchases equipment and parts for all shops as needed or requested and follows all purchasing and procurement card rules and regulations identified through department or agency audits; acts as primary liaison, ensuring clear and professional communication with the public, internal departments, government entities, and external organizations; organizes and coordinates meetings, conferences, and seminars by scheduling appointments; oversees and supports Clerk in entering/closing work orders in the Computer-Aided Facility Management (CAFM) system upon request; acts as the Data Coordinator for Plant Maintenance, assisting users with computer applications and troubleshooting mechanical problems; and assists with other departments/areas as needed.

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

• 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.
• Knowledge of HIPPA laws.
• Skill in written communications.
• Skill in proofreading and editing.
• Skill in verbal communications.
• Skill in time keeping.
• Skill in Microsoft office products.
• 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, and to train others.
• Ability to interpret complex rules, regulations, policies, and procedures.
• Ability to maintain confidential information and secure documents.
• Must possess a valid Texas driver's license or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver's license must provide an original certified driving record from the state of Texas. Eligible driving record required based on HHSC Fleet Management policy. Must be able to drive state vehicles and golf carts.
• At least two (2) years’ experience in a professional support role in support of manager or higher, including fiscal duties.
• Three (3) years' experience with Microsoft Office to include Excel, Word, Outlook, and Access.

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.
• Responsible for organizing, maintaining, and safeguarding internal records and documentation while supporting effective communication and ensuring adherence to organizational policies and procedures; plays a key role in ensuring administrative accuracy, confidentiality, and compliance across departments. Maintains daily mail and certified mail by obtaining signatures and copies; follows correct mailing processes. Updates contact list with new staff/current staff changes to phone numbers and ensures addresses are current, along with correct employee ID numbers; if needed, ensures staff change personal/contact information in self-service portal located in CAPPS.
• Coordinates office and facility repairs by communicating with vendors or maintenance personnel to ensure timely and effective resolution of issues; enters repairs in CAFM and follows through to completion; checks for any incoming inquiries of work orders and responds if needed; researches work orders as requested; closes work orders as needed. Reports any elevator issues for dispatch and makes sure electricians place "out of order" sign on elevator; ensures sign is removed once work is complete. Responsible for gathering, reviewing, and analyzing documentation and data to support technical operations and ensure efficient administrative processes; prepares, edits, and distributes official correspondence, analytical reports, research studies, and various supporting documents with accuracy and attention to detail.
• Acts as the Data Coordinator for plant maintenance by managing data, assisting users with computer applications, and troubleshooting both technical and mechanical issues. Ensures accuracy of maintenance records and facilitates seamless communication between departments to optimize plant performance. Maintains upkeep on boiler certificates and elevator certificates. Completes all LAN change requests in accordance with Information Management protocols; ensures adherence to filing insurance policy procedures and promptly reports any violations to Information Management without exception.
• Procures equipment and parts for all shop operations as needed and upon request; ensures all purchases are made in compliance with established procurement policies, rules, and regulations as outlined by departmental or agency audits; checks emails for any incoming invoices from 710 accounting or other staff; prints, signs, scans, and enters in purchasing database; reconciles and files any incoming invoices daily.
• Serves as a central point of contact for Plant Operations, ensuring professional and effective communication with internal teams, external agencies, and the public; responds appropriately to inquiries regarding the agency, its policies, and procedures, fostering positive stakeholder relationships through a service-oriented approach.
• Organizes and coordinates meetings, conferences, and seminars by scheduling appointments, preparing detailed agendas, managing logistics, and ensuring the availability of necessary materials and resources; facilitates effective communication among commission members throughout all stages of an event to ensure clarity, coordination, and successful outcomes; manages all aspects of travel arrangements, including itinerary planning, processing travel requests, submitting reimbursement vouchers, and ensuring compliance with applicable policies.
• Accurately enters information into databases or systems from various sources, including paper documents, online materials, and other formats; verifies the accuracy and completeness of data by cross-checking with source documents and correcting any errors; organizes and maintains both digital and physical files to ensure data is up-to-date and easily accessible; generates reports and assignments based on collected data as needed; maintains data security and confidentiality by performing regular backups and adhering to established protocols; collaborates with team members to clarify data requirements and resolve discrepancies; identifies and addresses data entry issues such as errors or inconsistencies to ensure data integrity.
• Receives goods/services which comply and are acceptable; rejects good/services which do not comply and/or may be damaged and takes appropriate action to return or write off damaged inventory; performs data entry into access inventory program; prepares inventory reports.
• Enters requisitions as part of managing purchases; ensures items or services are delivered to the correct department once received; reports receipts or services completed in a timely manner, per policy.
• Actively pursues conflict resolution and problem solving with items received to include working with vendors and staff to resolve any conflicts, misunderstandings, or problems involving received and/or returned items because of damage or incorrectly ordered items.
• Completes mandatory training in a timely manner to ensure assigned required standards of performance are met.
• Adheres to records retention schedules/requirements as well as records destruction guidelines in accordance with agency policy.
• Ensures all staff maintain current AUA certification; follows up with employees who are not up-to-date, providing guidance on the completion process and assists with submitting required paperwork; ensures proper documentation is filed in each employee’s personnel folder.
• 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: No Education Listed