Administrative Assistant II

Brief Job Description:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on peoples 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 Administrative Assistant II In the Adolescent Forensic Program (AFP)areaperforms routine (journey-level) administrative support work in areas such as tabulating inventory control running reports time recording entering requisitions mail processing data entry answering phones preparing documents formsand other duties as assigned appropriate to work in the department or program. Work involvesmaintainingfiling and data systems and general administrative support duties such as responding to inquiries and recording calendar events. Will use knowledge of the administration position toassisttraining clerks as needed. Works under general supervision with limited latitude for the use of initiative and independent judgment

Performs other duties as assigned. Other duties as assigned include activelyparticipatingand/or serving in a supporting role tomeetthe agencys obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shiftpatternassignment and/or location.

This position may also be eligible to earnadditionalpayfor work performed on maximum security locations.

Essential Job Functions (EJFs):

Attends work on a regular basis and may be asked toworka specific shift schedule or at times even a rotatingschedule extendedshiftand/or overtimein accordance withagency leave policy and performs other duties asassigned.

Serves as a receptionist for the program administrative directs routine inquiries related topolicesand proceduresrecordsrequests and redirects as ina to the program and models professional documentsmaintainingstrict confidentiality and routes toappropriate partiesfor approval. Prepares daily calendar information as requested. 30%

Produces reviews andproofscorrespondence reports purchase orders summaries manuals vouchersrecordsand other related forms. Prepares department program reports such as daily census staff or individuals in care activity other reports as required by department. Compilesorganizesand tabulates data; performs calculations and prepares reports for managers asrequiredsuch as inventory levels requisitions entered expenditure charts and tables. 25%

Maintain adequate supplies for the unit. Prepares emergency orders for supplies as needed. Adequately and appropriately record and process all approved requisition purchases. Periodically requires going off campus for copies scans documents files hard copy and electronic data asrequired.10%

Receives stamps and delivers mail;maintainsoffice equipment; retrieves packages as needed;typesletters and reports for staff as needed. Performs routine clerical duties as assigned. Serves as Notary Public for the program notarizing all pertinent documents. Acts as department notary when needed to notarize documentsrequired. 10%

Prepares andsubmitsfacility work orders as needed. Follows up on work order status andmaintainswork order reports. Provides clear communication between the unit and maintenance department. 10%

Communicates and distributes all necessary informationregardingdepartment business inquiries activities and projects to teamleadormanager. Ensures communication in the department toappropriate areas(Security Director nursing social services psychiatry etc.). Leads andassistsClerks and AdministrativeAssistant Isasrequired. 10%

Performs other duties as assigned. Other duties as assigned include but are not limited to activelyparticipatingand/or serving in asupportingrole to meet the agencys obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shiftpatternassignment and/or location.5%

KnowledgeSkillsand Abilities (KSAs):

Skill in the use of Microsoft Office systems to include TEAMs Outlook ExcelWordand PowerPoint.

Ability to organize information both orally and in writing.

Ability toutilizeandevaluationvarious databases effectively.

Ability to communicate accurately and tactfully both orally and in writing.

Ability to prioritize and manage tasks effectively producing work on time no or minimalerrors..

Ability to effectively use automated office systemsequipmentand basic computer software.

Registrations Licensure Requirements or Certifications:

MustpossessvalidTexas drivers license or obtain it no later than90 daysafter hire date. Applicants with an out-of-state drivers license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.

Current notary public license or the ability to obtain within twelve monthswhere needed.

Initial Screening Criteria:

Eighteen (18)monthsexperience in an office setting performing administrative duties.

At least twenty-four (24) months working in Microsoft OutlookExcel Word PowerPoint TEAMs.

Additional Information:

Applicants must pass afingerprintcriminal background check pre-employment drug screen and registry checks including the Client Abuse/Neglect Reporting System (CANRS) Nurse Aid Medication Aide and Employee Misconduct List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

Allapplicantsmust be at least 18 years of age to be considered for employment at a state-operated and Terrell Center for Youth applicants must be 21 years of age.

Flexibilityinworkhours may berequiredfor this position. The position may berequiredto work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations isrequired. According to the Centers for DiseaseControland Prevention healthcare workersare considered to beat significant risk foracquiringor transmitting hepatitis B measles mumps rubella varicella (chicken pox) tetanus diphtheria pertussis (whooping cough) and influenza. All these diseases are vaccine preventable. As a result state hospital policy requires employees be vaccinated according to their level of contact with the event you choose to not be immunized for the influenza virus you maybe requiredto wear a mask and take other protective measures.