APS Field Administrative Assistant III

TX-HHSC-DSHS-DFPS • Houston, TX

1d • Onsite

About The Position

The Texas Department of Family and Protective Services (DFPS) works to build on strengths of families and communities to keep children and vulnerable adults safe, so they thrive. We do this through investigations, services, and referrals. This position performs advanced level administrative duties to support the district’s needs. The position interacts routinely with Texas Department of Family and Protective Services staff and the public.

Requirements

• Knowledge of RMTS, IMPACT, CAPPS, eTravel, Records Management Group, Right Fax., SharePoint, SPARC, One Drive and Meeting Manager
• Knowledge in PCS cards and related procedures.
• Knowledge of office procedures and administrative procedures; of spelling, punctuation, grammar, and arithmetic; of business or program terminology, methods and procedures; warehousing procedures; state purchasing policies and procedures; and records administration and maintenance practices.
• Skill in using computers and office equipment.
• Skill in Microsoft Excel to create spreadsheets.
• Skill in Microsoft PowerPoint.
• Skill in Microsoft Outlook.
• Skill in establishing and maintaining affective working relationships.
• Skill in effective oral and written communication.
• Skill in working in an office environment and supporting multiple staff members.
• Ability to communicate effectively, both verbally and in writing.
• Ability to demonstrate exceptional organizational and time management skills.
• Ability to work independently with a proven track record of problem-solving and decision making.
• Ability to take initiative and exercise discretion.
• Ability to maintain a professional demeanor, adaptability, and positive attitude.
• Ability to interact effectively with all levels of staff and the community.
• Ability to work independently in a fast-paced environment.
• Ability to compose correspondence.
• Ability to perform detailed work.
• Ability to organize, set priorities, and meet deadlines.
• Ability to assume a variety of responsibilities.
• Ability to effectively handle multiple assignments in a dynamic environment.
• Graduation from a high school or equivalent.
• Two years’ full-time administrative support, general office, clerical, secretarial or Texas Department of Family & Protective Services experience.

Responsibilities

• Performs data entry into IMPACT and other electronic programs and systems.
• Prepares and maintains statistical reports, leave and personnel records, and related files for identified district staff.
• Makes travel arrangements, prepares travel vouchers; schedules meetings, rooms; equipment; order supplies; distributes mail and works on special assignments.
• Types correspondence, forms narratives, meeting notes, and other documents to support the work and files related documents.
• Receives and responds to all calls and emails regarding routing issues and provides updates and reports to APS staff and management regarding routing status, issues and numbers of case - assignable staff.
• Responds to inquiries and provides guidance regarding routing policies, procedures, and referrals to other community resources.
• Provides program and agency information and/or makes referrals to other community resources.
• Promotes and demonstrates appropriate respect for coworkers and all work-related contacts.
• Provides assistance to other program administrative support staff with compiling, organizing, tracking and monitoring various types of information, including but not limited to agency Random Moment Time Studies.
• Prepares and disseminates APS program information, maintains case filing systems and routing records, generates recurring and ad-hoc reports and responds to routing inquiries.
• Performs on-boarding functions for new staff, including processing SPARC.
• Performs criminal history checks on all alleged perpetrators and some clients if needed; checks TIERS and WTPY for client information for caseworkers and training supervisors.
• Reviews and edits information on agency records and recommends modification of forms or records.
• Opens and distributes incoming mail; prepares mail-outs; and maintains and reviews records on postage, registered mail, and packages.
• Delivers, picks up, or receives documents, supplies, equipment, or materials; checks for quantity and quality; or makes arrangements for repairs and services.
• Greets visitors, responds to general questions, and directs callers to an appropriate location.
• May perform backup receptionist or telephone switchboard duties.
• May train others.
• Serves as a Public Notary for APS caseworkers and Records Management Group workers to file notarize documents with the courts.
• Attends work regularly in accordance with agency leave policy.
• Performs other duties as assigned and required to maintain operations.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members—saving you hundreds every month in out-of-pocket medical costs
• Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave so you can recharge and take care of life outside work (that’s time off you’re actually paid for)
• Optional dental, vision, and life insurance—at rates much lower than most private plans
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees