Receptionist I

Texas Health & Human Services Commission•Vernon, TX

2d•$2,482 - $3,405•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 The Receptionist I performs routine (journey-level). Work involves limited latitude for the use of initiative and independent judgment in carrying out administrative phases of the work, such as answering correspondence, preparing documents and reports, reviewing mail, providing information and instructions to personnel, and performing receptionist duties. Work involves performing tasks requiring knowledge of and use of a computer and its programs. Exercises vigilance in maintaining confidential files and reports, tact in receiving visitors, and judgment in assembling and organizing information for the supervisor, and responsible for backup of secretarial tasks of the unit. Exercises initiative and judgment in determining individual methods and practices for work situations. The Receptionist I provides administrative assistance with tasks and information and assumes responsibility for ongoing assignments. 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.

Requirements

Knowledge of modern office practices, procedures, and office machines/equipment.
Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.
Skill in organizing and prioritizing workload.
Skill in managing multiple priorities.
Ability to establish and maintain effective working relationships with customers, staff, peers, management and external contacts
Ability to communicate effectively orally and in writing.
Verifiable working history of at least 2 years’ experience in providing general clerical support or other service-oriented positions.
Willing to work hours other than 8-5.
Willing to work weekends.
Must be able to work any shift, (0700-1500, 1500-2300, 2300-0700) with little to no notice.
Must be able to work weekends, and holidays.
Must be able to work back-to-back shifts when required.
Must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, and HHS OIG list of Excluded Individuals/Entities.
Males between the ages of 18-25 must be registered with the Selective Service.
Must be at least 18 years of age to be considered for employment at a state-operated facility.
Flexibility in work hours may be required for this position.
The position may be required to work overtime and/or extended hours.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required.
Must bring your I-9 documentation with you on your first day of work.

Nice To Haves

If transporting patients, must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.

Responsibilities

Manage daily operation and maintenance of office equipment, including printers, copiers, scanners, fax machines, and related systems. Diagnose and troubleshoot equipment malfunctions; coordinate repairs and vendor service when necessary. Monitor equipment performance and recommend upgrades or replacements as needed. Maintain inventory of supplies and replacement parts; ensure timely reordering. Develop and implement procedures for proper equipment use and care. Train staff members on correct operation, safety practices, and basic troubleshooting techniques. (20%)
Lead the management of office supply inventory by anticipating departmental needs, streamlining ordering processes, and implementing cost-effective strategies that reduce waste, optimize resources, and lower overall supply expenses while ensuring uninterrupted operations. (15%)
Lead the management of appointments and calendars while overseeing filing, faxing, and office correspondence, streamlining workflows, ensuring accurate communication, and supporting efficient, uninterrupted daily operations. (15%)
Oversee the maintenance and stocking of reception and common areas, implementing efficient processes to ensure they remain clean, organized, and welcoming, reinforcing a professional office environment and enhancing the visitor and staff experience. (15%)
Welcomes and greets visitors in a warm and friendly manner, and answer any questions visitors have Screens incoming calls, routes them appropriately, and accurately records and delivers messages. Respond to all customer inquiries in a polite and timely manner. (10%)
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges). Identify and address potential security gaps at the reception desk improving access control processes and enhancing overall work place safety. (10%)
Effectively manages administrative operations by preparing documentation, assigning and tracking work, maintaining accurate logs, completing required reports, and coordinating training room schedules to support departmental productivity. (10%)
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. (5%)