Unit Administrative Assistant

TX-HHSC-DSHS-DFPS•Harlingen, TX

4d•$2,606 - $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. The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you! The Unit Administrative Assistant works under the direct supervision of the Unit Director. The Unit Administrative Assistant will work occasional flex hours as the need arises. The Unit Administrative Assistant is responsible for working harmoniously with peers, unit staff and other facility staff at all times. The Unit Administrative Assistant performs complex data-based work: moderate secretarial/clerical tasks focusing on typing, filing and organization of documents under the general supervision of the Residence Director. Other duties may include, but not limited to, timekeeping, maintaining office inventory, and the coordination of confidential information. The shift generally begins at 8:00 am through 5:00 pm, Monday through Friday. Some flexible hours may be required to complete special assignments.

Requirements

High School diploma or GED equivalent.
Minimum of 2 years of clerical experience.
Working knowledge of business English, spelling, punctuation, grammar, arithmetic; and or modern practices and procedures
Knowledge of the principles of office management.
Skill in word processing or shorthand to take and transcribe dictation of automated equipment and software.
Ability to type accurately at a speed consistent with work requirements.
Ability to apply knowledge of departmental rules, regulations, procedures, or principles of office management to work problems; to keep complex and confidential records; to prepared automated equipment to format forms and tables; to train other employees.
The Unit Administrative Assistant should demonstrate a dedication to public services and have a commitment to excellence in service delivery.
The Unit Administrative Assistant should have a history of establishing positive relationships with co-workers, the ability to effectively communicate information to others and understand/carry out instructions.
Males between the ages of 18 – 25 must be registered with the Selective Service.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Responsibilities

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Assist people served with training to teach daily living and vocational skills.
Establish and maintain positive supportive relationships with employees, individuals served and individual's family members and friends.
Establish and maintain practices that ensure the accurate and timely flow of written and verbal communication within and between departments.
Completes typing of all professional reports by date assigned.
Files all documents accurately as assigned.
Performs duties of other clerical staff in their absence.
Communicates regularly with the Home Managers and Home Supervisors regarding individual’s clothing and personal items.
Monitors, maintains, and orders supplies for staff and residents by assigned dates set by the supply department. Supplies are stored in a timely manner and problems reported to Unit Director.
Facilitates the financial transaction process (including picking up and distributing money) as assigned.
Continually enhance job performance by participating in career growth and developmental activities.
Consistently performs special assignments to the performance expectations specified by the Residence Director.
Ensuring all time keeping is entered correctly and approved by the Residence Director.
Ensures that all staff receive benefits for DADS employees such as FMLA paperwork, extended sick requests.
Ensure filing of staff files are maintained and updated as necessary.
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.