Administrative Coordinator

Texas Health & Human Services Commission•Rusk, TX

4d•$3,410 - $4,837•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. 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. Administrative Assistant IV’s work involves complex high-level planning and coordinating functions for the Risk Management area within Health and Specialty Care System (HSCS). This position directly controls assignments and correspondence (including executive-level correspondence), establishes processes to manage administrative functions, prepares and submits reports, assists with monitoring budgets and oversight of area requisitions entered, manages office procedures for the area including travel arrangements and processing. Work also involves planning and coordinating purchasing, inventory management and office space management functions. Performs other duties as assigned. Other duties as assigned include 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 HHSC policies, functions, and operations of governmental or other large organizational entities.
Knowledge of modern office practices and procedures.
Skill in interpreting policies and procedures.
Skill in the use of computers and programs such as Microsoft Office.
Skill in professional written and verbal communication.
Skill in effectively organizing, tracking, and developing written and electronic documents.
Skill in building and maintaining effective working relationships.
Skill in planning and organizational activities.
Ability to Gather, assemble, correlate, and analyze facts.
Ability to work with complex ideas and competing priorities.
Ability to perform work with a high degree of attention to detail.
Ability to devise solutions to problems.
Ability to always maintain confidential information.
Ability to set-up and maintain complex filing systems.
Ability to prioritize and complete multiple tasks within tight deadlines.
Ability to deal effectively and courteously with staff and the public through telephone, email, and personal contact.
Ability to work independently within the context of role expectations and responsibilities.
Ability to process information and develop concise reports, charts, and documents.
Three (3) yrs. experience in management level administrative support work
Three (3) yrs. experience using Microsoft Office Products
Three (3) years’ experience in preparing and maintaining records, files, and reports.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Nice To Haves

Three (2) years’ experience with customer service preferred.
Associate’s degree preferred.

Responsibilities

Performs administrative duties to maintain the operation of the assigned area. Prepares, with limited supervision from the supervisor, correspondence, reports, and documents.
Makes travel arrangements for staff, to include reviewing all travel documentation for appropriate information, preparing, and processing travel vouchers in accordance with established policy. Tracks travel vouchers to completion and monitors expenditures; and prepares monthly report.
Schedules meetings, conferences, or conference calls using Outlook, to include notification of all parties involved; assists in planning and preparing agendas and meeting materials; may take notes; prepares and compiles documents in advance of meeting; tracks meeting tasks and follow-up lists; and if necessary, makes travel arrangements related to meetings.
Develops documents and correspondence, and electronic and hard copy communications using IT installed software, charts, graphs, and tables using Microsoft Word, PowerPoint, Excel, Access, and other applications.
Analyzes, prioritizes, and disseminates incoming email and identifies pending assignments and other issues for leadership attention to ensure appropriate deadlines are met.
Tracks assignments, special projects, required reports, and deliverables.
Develops and enters all assignments, projects, and reports into tracking system using applicable software.
Accurately distributes assignments to appropriate staff on the same day of receipt.
Follows-up with staff to ensure deadlines are met.
Coordinates and consolidates responses ensuring that documents are clear, concise, and grammatically correct.
Prepares assignment reports to include HHSC Pro Card purchases and Centralized Billing Account Cards when assigned as card holder, while ensuring budget constraints and reporting requirements are strictly adhered to.
Responds or facilitates the response to complex inquiries regarding and applicable to administrative rules, regulations, policies, and procedures.
Answers telephone calls quickly and courteously, clearly identifying the office.
Responds to inquiries by interpreting policies and procedures or makes referrals to appropriate staff.
Prepares and disseminates information on HHSC programs and procedures in response to inquiries or as requested by the supervisor.
Alerts Director of any sensitive inquiries, documents telephone calls and messages clearly and completely, and distributes.
Makes inquiry calls on behalf of supervisor, screens incoming calls, and sets up conference calls.
Position will act as Lead by providing guidance to area staff performing clerical or administrative work.
Performs Administrative Review of documents by proofreading assignments, reports and other documents produced by the program areas and other facility staff.
Prepares, and edits documents for grammatical correctness, appropriate format, responsiveness, clarity, and brevity.
Compiles and edits research, interpreting data, creating graphs and charts for publications and other documents when required.
Develops, coordinates, and maintains the filing systems and retrieves information; and adheres to the principles of confidential information.
Establishes processes for administrative functions regarding inventory of supplies, planning and coordinating purchasing requests while adhering to policy, best practices, and within budget limitations.
Develops and maintains hard copies and electronic files in a standard format easily accessible to executive staff, disseminates on time and as requested.
Develops, coordinates, and maintains record keeping as required by the Texas State Library.
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.