CHW and School Health Branch Administrative Assistant

TX-HHSC-DSHS-DFPS • Austin, TX

20d • Onsite

About The Position

Under the general direction of the Manager, Community Health Worker and School Health Branch, performs complex technical and administrative duties to support the programs within the Branch. Provides assistance and supports the Branch manager and staff with the daily business operations. Work involves preparing, editing and distributing correspondence, reports, forms and documents, proofreading, compiling data, including calculations. Manages and maintains schedules, coordinates meetings and other Branch staff recognition events. Enters travel reimbursement and purchases from multiple sources. Facilitates staff transitions, including preparing work stations, collecting and ordering supplies and equipment. Suppors the intake and processing of CHW applications and stock medication reports. Works under limited supervision with moderate latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of business English, spelling, grammar, and punctuation.
• Knowledge of office equipment and software, including Windows, Microsoft Outlook, Microsoft Word, Internet Explorer, Microsoft Power Point, Microsoft Excel, multifunctional copiers.
• Knowledge of office practices and administrative procedures.
• Skill in composing, editing and preparing correspondence, reports, forms and documents and proofreading written information.
• Skill in organizing office record keeping and filing systems.
• Skill in communicating with the public in a timely manner.
• Skill in researching, analyzing and compiling information and preparing calculations for reports.
• Ability to research DSHS policies and other information, implement administrative procedures and communicate information to staff.
• Ability to prioritize tasks to meet deadlines.
• Ability to work as a team member.
• Ability to communicate effectively with customers both verbally and in writing.
• Ability to interpret rules, regulations, policies and procedures.
• High school graduation or equivalent.
• Experience supporting a professional team and coordinating administrative duties.
• Data entry experience.
• Experience in office practices and administrative procedures.
• Experience in the use of standard office equipment and software.

Responsibilities

• Provides complex administrative support to the staff of the Community Health Worker and School Health Branch. Composes, edits, and distributes routine and special correspondence and prepares reports, forms and travel forecasts/requests, travel vouchers, faxes and other documents. Maintains a Branch calendar and coordinates updates for the staff phone list, telework schedule and organization chart. Researches and compiles data, including calculations. Responsibilities include proofreading, photocopying, scanning and faxing. Coordinates the flow of administrative and business operations documents for the Section and Division approval.
• Draft administrative and technical assistance policies and procedures. Enters requisitions and purchase requests for the Community Health Worker and School Health Branch. Work involves accessing CAPPS and following guidelines established by Department policy for entering requisitions.
• Suppors the intake and processing of CHW Program applications and School Health Program stock medication reports. Coordinate and maintains records and filing systems. Manages data entry and generates reports. Coordinates responses to open record requests (ORR).
• Manages and maintains schedules, coordinates meetings and other Branch staff recognition events. Reserves meeting rooms, sets up telephone conference calls and teleconferences, makes copies, compiles meeting materials and minutes. Manages the registration table during advisory committee meetings and provides any administrative support needed during the meetings. Facilitates staff transitions, including preparing workstations, collecting and ordering supplies and equipment.
• Performs other duties as assigned including but 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

• DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

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