APS Field Administrative Assistant II

Texas Health & Human Services Commission • Tyler, TX

3d • $2,953 - $3,946 • Onsite

About The Position

The Texas Department of Family and Protective Services (DFPS) APS Field Administrative Assistant II performs routine journey-level administrative support work involving information dissemination, correspondence preparation, and filing-system maintenance. The role works under moderate supervision, with limited latitude for initiative and independent judgment. The employee handles a range of routine daily tasks, responds to basic inquiries, and explains routine administrative rules, regulations, policies, and procedures.

The position is the primary point of contact for receiving, reviewing, and routing Statewide Intake (SWI) abuse and neglect reports for its assigned area and region. It supports APS program staff with case-related administrative work, records and databases, reporting, schedules, mail, supplies, and general office functions. The role also serves as a unit facilitator or coordinator for the Random Moment Time Study (RMTS) process.

The position is based in Tyler, Texas, is not eligible for telework, and may require travel up to 25%.

Requirements

• High school graduation or equivalent.
• One year of full-time administrative support, general office, clerical, secretarial, or Texas Department of Family and Protective Services experience.
• Knowledge of office practices and administrative procedures.
• Skill in using standard office equipment and software.
• Ability to communicate effectively.
• Ability to implement administrative systems and procedures and interpret rules, regulations, policies, and procedures.
• Selected candidates must pass a background check and, if applicable, a driver’s record check.
• Staff must be familiar with WCAG 2.1 AA and Section 508 accessibility standards for creating accessible electronic content.
• Employees must complete required security and cybersecurity training and comply with agency cybersecurity and communications-system usage policies.

Nice To Haves

• Thirty semester hours from an accredited college or university may substitute for the required experience on a year-for-year basis.
• Education and experience may be considered when establishing the starting salary for employees transferring from other Texas state agencies.
• Military applicants with occupations related to the selection criteria are encouraged to apply.

Responsibilities

• Prepare and disseminate information concerning agency programs, services, and procedures.
• Receive, review, and route Statewide Intake abuse and neglect reports according to established timeframes and case priority levels.
• Review intakes for active investigations and alert the assigned caseworker and supervisor to new reports.
• Ensure high-priority callouts are routed and assigned within established timeframes for an expedited response.
• Respond to inquiries about routing policies and procedures; participate in meetings and discussions concerning routing issues, policies, and processes.
• Prepare, edit, and distribute correspondence, reports, studies, forms, and other documents.
• Maintain case filing systems and routing records, generate recurring and ad hoc reports, and respond to routing inquiries.
• Assist caseworkers with data entry and case-related inquiries, including TIERS checks, criminal-history background-check requests, and preparation of files for newly received investigations.
• Answer and route calls; distribute mail; and maintain office supplies.
• Respond to Statewide Intake inquiries and emails, provide routing updates and reports to management, and assist the public and program staff with forms and information by mail or phone.
• Coordinate the receiving, storing, and issuing of program files, materials, and supplies.
• Open and distribute incoming mail, prepare mail-outs, and maintain and review records on postage, registered mail, and packages.
• Deliver, pick up, or receive documents, supplies, equipment, or materials; check quantity and quality; and determine when repairs or services are needed.
• Create, maintain, and enter information into databases, and assist administrative support staff with compiling, organizing, tracking, and monitoring information in agency systems.
• Compile data for charts, graphs, databases, summaries, and reports; review and reconcile discrepancies in documents and records.
• Retrieve and search data, review entries, verify calculations, and edit charts, graphs, and tables.
• Maintain office schedules, appointments, and event calendars; send reminders to program staff; and maintain program on-call calendars.
• Serve as the RMTS unit facilitator or coordinator, including notifying study participants of observations, providing proxy responses when participants are off the clock, and reviewing submissions for compliance with applicable standards.
• Perform other related duties as assigned.

Benefits

• 100% paid health insurance for the employee and 50% paid coverage for eligible family members.
• Retirement plans with lifetime monthly payments after five years of state service, plus optional 401(k) and 457 plans.
• Paid vacation, holidays, and sick leave.
• Optional dental, vision, and life insurance at rates described as lower than most private plans.
• Flexible spending accounts for health and dependent-care expenses.
• Employee discounts on items and services including gym memberships, electronics, and entertainment.
• Potential eligibility for Public Service Loan Forgiveness.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED