Administrative Assistant

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(40%) General Office Duties: Performs complex (journey level) administrative support or technical program assistance work for Coordinated Program Support (Core) staff and Program Managers. Assist cross program activities in regional clinic settings managing client intake and appointments. Assist dental hygienist at school events with required parent approval documentation and bilingual assistance to students. Assist preparedness programs during public health exercises and emergencies, and coordinating program support in the region at DSHS events such as car seat events and health fairs or with program activities such as DSHS tobacco events. Supports Regional leadership consisting of Regional Medical Director (RMD) and Deputy Regional Director (DRD), as well as Administrative Services Manager (ASM), with meeting schedules, travel and serve as a back-up to the PHR 9/10 Staff Services Officer (SSO) in the absence of the Administrative Assistant IV. Implements and routinely reviews administrative procedures for office procedures, interpret rules, regulations, and policies such as OEAP Action plans and COOP activities. Communicates effectively, providing clear guidance and information to staff and external customers. Coordinates with managers and supervisors for providing pre-interview information to candidates. Administratively supports planning meetings, conferences and seminars with organization, coordination, copying services, and set up. Responds, assists, and coordinates in the operation and maintenance of the facility's agency-owned 175 Kw diesel generator and automatic transfer switch.
Opens and closes building, answers phone at main desk, greets and directs visitors, maintains log, trains staff on receptionist duties and switchboard procedures. Oversees mailroom operations and staff coordination. Prepares and disseminate information concerning agency programs and services.

(35%) Administrative (CORE) Support: Provides administrative support to CORE staff. Will support staff with the E-Travel system. Duties include entering requisitions, tracking purchase orders, delivery tickets utilizing Health and Human Services Portal and maintaining the requisition tracking log. Coordinates with budget analyst for printing reports. Orders supplies using the internal purchase request form. Responsible for maintaining inventory of administration storage areas. Signs for deliveries from freight deliveries and assists other programs in printing out freight labels and tracking urgent packages to freight location. Also orders and maintains supplies for all freight services. Creates data entry spreadsheets to maintain accountability and inventory of supplies going into and outside of the program.

(20%) Serves as back-up for Regional Administrative Services (RAS)/Texas Facilities Commission (TFC), Local Office Coordinator: Serve as back-up to the lead Administrative Assistant for submitting maintenance and service requests for the facility, requests for ID Badges, building access cards, parking stickers and office keys through RAS or TFC. Back up for coordinating salvaging of office items, warehouse visits, office distribution of materials and equipment with RAS.
Coordinate copy machine multi-document output (MDO) issues and recycling services. Conducts office/cubicle and cabinet inspections, places cost pool orders, and maintains the phone list. Conducts back-up duties for lead Administrative Assistant and works with Fleet Coordinator related to state vehicles, scheduling and maintenance. Reviews vehicle checklists for completion, records of complaints, reviews vehicle use reports for completeness and accuracy. Responsible for reservations and provides overview on vehicle policy and procedures for employees. Assures that all vehicle binders have necessary forms to include gas cards, vehicle checklist and program labels. Maintains written procedures of associated duties.

(5%) Other duties as assigned. Includes 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. Performs public health emergency response duties as assigned and consistent with job classification and training provided, in response to events such as public health emergencies and natural disasters. This may involve working hours that are outside the employee's usual work hours. Participates in Department and community emergency response training and drills in support of disaster preparedness consistent with job classification. Complies with the DSHS Immunization Policy.


 

Initial Screening Criteria:

Graduation from a standard high school or equivalent.
Accredited college or university coursework in human resources, public or business administration, or a related field. (Preferred)
Experience in providing customer service. (1 year preferred)
Experience in procuring supplies and services. (1 year preferred)
Experience in the use of standard computer software for office settings.
 

Knowledge Skills Abilities:

Knowledge of office practices and administrative procedures.
Knowledge of business telephone etiquette.
Knowledge of community resources.
Skill in the use of standard office equipment and software.
Skill in the use of electronic data and/or word processing equipment and software.
Skill in basic accounting procedures.
Skill in using a multi-line telephone switchboard.
Skill in preparing, editing, reconciling and submitting HSR 9/10 fleet reports and receipts to the HHSC-RASC and Regional Administration.
Skill in preparing, updating and disseminating Office Emergency Action Plans.
Skill in preparing, updating and disseminating Office Standard Operating Procedures.
Ability to perform complex (journey-level) administrative support or technical program assistance with cross-program activities in regional clinic settings, assisting dental hygienist at school events and assist preparedness programs during public health emergencies.
Ability to organize and prioritize assignments.
Ability to create data entry spreadsheets to maintain accountability and inventory of supplies going into and outside of the program.
Ability to make quick decisions in stressful situations.
Ability to perform tasks with a high degree of accuracy and independently to meet deadlines.
Ability to establish and maintain effective working relationships with persons from diverse cultural, educational, and socio-economic backgrounds as a team member.
Ability to implement administrative procedures, interpret Department of State Health Services rules, regulations, policies and procedures, including those involving travel, communicate effectively, and to provide guidance to others.
Ability to provide guidance to other employees on proper safety precautions for safe Fleet operations.
Ability to utilize travel Request System (TRS) and conduct reviewer duties for the DRD/ASM.
Ability to support Regional leadership, including Regional Medical Director (RMD), Deputy Regional Director (DRD), and Administrative Service Manager (ASM), with meeting schedules, travel arrangements and travel reimbursement for program travel related expenses, and serve as a back-up to the PHR 9/10 Staff Services Officer (SSO) in the absence of the Administrative Assistant IV.
Ability to respond and assist in the operation and maintenance of the facility’s agency-owned 175 Kw diesel generator and automatic transfer switch (Midland), as necessary.
Ability to assist with Human Resources activities.