Administrative Asst III - Adop

Administrative Asst III

Administrative Assistant III is appointed by and accountable to the Assistant Director of Programs. The Administrative Assistant III is responsible and has sufficient discretionary authority to accomplish the tasks outlined below. Essential Job Functions:

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.

Under the supervision of the Assistant Director of Programs (ADOP) of the State Supported Living Center, the administrative assistant performs highly complex administrative staff services support, prioritizes workload, complies with deadlines, works on multiple tasks with rapidly changing deadlines and ensures organization of all office matters. Maintains effective working relationships with internal and external customers.

Performs a variety of highly complex administrative assistance in support of the ADOP such as: scheduling, receptionist, disseminating information, compiling reports and assignments, and assisting with the maintenance of the filing systems. Position requires tact, diplomacy, and planning to accomplish assignments. Provides technical, human resources and policies and procedures advise to staff.

Work is performed under minimal supervision with considerable latitude for use of initiative and independent judgment and ability to multi-task and meet workload schedules and deadlines. Will serve as backup to the business office and Director's office as needed.

Maintains the logistics of the Facility Director's office, screens telephone calls and messages; process incoming and outgoing mail; screens and schedules appointments for the Director. Maintains office supplies and inventory records in an adequate manner.

Maintains the Administration Building conference room schedule without conflict. Assures operation of the ADOP's Office proceeds smoothly in their absence. Receives, processes, and maintains files on reports assuring all reports/files are complete, current, accurate and deliverable to the ADOP upon request.

Assures all travel arrangements are completed and prepares all travel-related forms accurately and submit for reimbursement in a timely manner and maintains on call information and submits appropriate forms. Attends weekly, monthly and quarterly Management Team meetings and serves as recorder and distributes minutes appropriately and as needed. Serves as the liaison for Disability of Rights of Texas and keeps accurate data collection as well as logging copy amounts into spreadsheet for billing.

Maintains the Critical On Call Schedule in an orderly manner, including preparing and distribution to appropriate staff. Performs other duties as assigned by the ADOP.

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned including staying late or coming in early as needed during sessions, and other special occasions.

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.

Knowledge Skills Abilities:

Knowledge of office procedures and administrative support work. Ability to provide administrative support to Assistant Director of Programs and specific committees, prepares and maintains records, schedules meetings, maintains calendars, files, reports and creates power point presentations.

Ability to create intermediate to advanced level Microsoft Office files/documents. Ability to organize self and seek prioritization from the ADOP.

Ability to analyze situations/problems and refer to appropriate division in absence of ADOP.

Ability to work under pressure of deadlines. The Administrative Assistant III should have a history of establishing positive relationships with co-workers, the ability to effectively communicate information to others orally and in writing and to understand/carry out instructions. The Administrative assistant to the ADOP must have the ability to communicate effectively and handle high level administrative issues, the ability to work independently, assume a variety of responsibilities, knowledge of the CAPPS system, ability to communicate and interact effectively with department heads and staff, maintain confidentiality at all times and the ability to perform assigned work independently with minimal supervision. Registration or Licensure Requirements:

None Initial Selection Criteria:

Five years of work experience functioning as an Administrative Assistant or equivalent. Graduation from a standard senior high school or equivalent.

Some college level work is preferred. Experience and education may be substituted for one another on a year for year basis. Additional Information:

Requisition # 607667

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, 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.

All State Supported Living Center employees are subject to Random drug testing.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

MOS Code:

There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor's Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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