CCL Admin Asst III

Texas Health & Human Services Commission•San Antonio, TX

10d•$3,600 - $4,366•Onsite

About The Position

The Texas Health and Human Services Commission is hiring an Administrative Assistant III within the Child Care Regulation program of the Regulatory Division. The position provides administrative support to Child Care Regulation inspectors and unit supervisors and handles sensitive and confidential information. It processes mail, maintains records, enters and compiles data, and communicates with staff and the public by telephone, email, and in person. It also coordinates the purchase, receipt, maintenance, and distribution of office equipment, furniture, and supplies. The role manages data entry for child care license applications, reviews and processes registered child care home applications, and provides case management for listed family homes. The position is full-time, regular, nonexempt, day shift, located in San Antonio, and is not eligible for telework according to the posting’s position details. Travel is up to 25%.

Requirements

High school graduation or equivalent.
One year of full-time administrative support, general office, clerical, or secretarial experience; 30 semester hours from an accredited college or university may substitute for the required experience.
Knowledge of office practices and administrative procedures.
Ability to establish and maintain effective working relationships internally and externally.
Effective verbal and written communication skills.
Experience or ability working in an office supporting several staff members and working independently in a fast-paced environment.
Ability to understand written and verbal instructions and interact with all levels of staff.
Ability to research and analyze data from different sources and prioritize multiple assignments in a dynamic environment.
Ability to maintain confidential information.
Ability to operate computers, phones, fax machines, copiers, scanners, printers, and word processing and other computer applications, including Outlook, Excel, and Word.
Must pass a criminal background check if considered for employment.

Responsibilities

Enter data into the Child Care Licensing automated system (CLASS) and other electronic systems, including child care license applications.
Review registered child care home applications for accuracy and completeness, conduct relevant database searches, and process applications.
Process applications and provide case management for listed family homes, including communicating with providers, processing provider changes, tracking fees and background checks, and preparing auto-suspension and revocation letters.
Triage calls by providing program and agency information or referring callers to community resources; professionally handle incoming calls and greet visitors.
Provide rotating backup switchboard coverage in cooperation with other building employees.
Process and distribute mail, maintain hard-copy records, and prepare copies and information packets for child care providers.
Transcribe meeting notes and create documents supporting Child Care Regulation.
Coordinate and schedule meetings and conferences using an automated system.
Process personal and unit travel.
Coordinate the purchase, receipt, maintenance, and distribution of office equipment, furniture, and supplies.
Perform other duties as assigned and required to maintain unit operations, and attend work regularly in accordance with agency leave policy.