Administrative Asst III

Administrative Asst III - Under the Deputy Regional Director, provides complex (journey-level) administrative support for Coordinated Program Support (Core) staff and Program Managers. Position opens and closes the office, answers and routes phone calls, orders and maintains an inventory for office supplies, greets and directs visitors to appropriate staff.

Work may include administrative support with specific projects, events or tasks identified by the program managers. Position receives and provides applicants with pre-interview information and assistance during interviews. Duties may also include program support in the region at DSHS clinics or with other programs at DSHS program sponsored events.

Position performs program purchasing activities involving purchase orders and requisitions. Assists fleet coordinator with fleet management as needed. Performs general office duties such as daily mail system operations, disseminating information, maintaining filing systems, assessment of cubicles/office space and performing internal administrative support work.

May provide guidance to others. Responds to inquiries and explains rules, regulations, policies, and procedures. Coordinates appointments, meetings, conferences, and seminars. Supports Regional leadership with meeting schedules and travel and serves as a back-up to the PHR 9/10 Staff Services Officer (SSO II) in the absence of the Administrative Assistant IV.

Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Essential Job Functions:

General Office Duties. Performs complex (journey level) administrative support or technical program assistance work as a resource for Coordinated Program Support (Core) staff and Program Managers. Serves as a back-up to the PHR 9/10 Staff Services Officer (SSO) in the absence of the Administrative Assistant IV. Routinely reviews administrative procedures and update as needed. Position remains current on rules, regulations, and policies such as Office Emergency Action plans and COOP activities. Position will need communicates effectively, providing clear guidance and information to staff and external customers. Position submits requests for reservation of conference rooms. Conducts data input into the customer service online HEART system. Opens and closes building, answers phone at main desk, greets and directs visitors, maintains log, and retrieves DSHS mail on a daily basis from the mail room. Prepares and disseminate information concerning agency programs and services, as requested. (30%)

Administrative (CORE) Support. Provides administrative support to CORE staff. 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. Responsible for maintaining inventory of administration storage areas. Signs for deliveries from freight deliveries and contacts programs of deliveries. (30%)

Regional Administrative Services (RAS)/Texas Facilities Commission (TFC), Local Office Coordinator

• Position submits maintenance and service requests for the facility through RAS or TFC. Coordinates surplus, warehouse visits, office distribution of materials and equipment with RAS. Coordinate copy machine multi-document output (MDO's) issues and recycling services. Conducts office/cubicle and cabinet assessment inspections, places cost pool orders, and maintains the phone list. 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. (20%)

Cross-Program Activities. Duties include assisting other regional programs with 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. (15%)

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 participating 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. Adverse conditions with exposure to heat, cold, humanity and/or noise may exist during disaster response operations. (5%)

Knowledge Skills Abilities:

nowledge of office practices, administrative procedures, community resources, and business telephone etiquette.

Skill in the use of multi-line telephone switchboard, standard office equipment, software, electronic data and/or word processing equipment.

Skill in preparing, updating and disseminating Office Emergency Action Plans and 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 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 organize and prioritize assignments.

Ability to make quick decisions in stressful situations, perform tasks with a high degree of accuracy and independently to meet deadlines.

Ability to support Regional leadership, including Regional Medical Director (RMD), Deputy Regional Director (DRD), and ability to assist with Human Resources activities.

Ability to establish and maintain effective working relationships with persons from diverse cultural, educational, and socio-economic backgrounds as a team member.

Ability to create data entry spreadsheets to maintain accountability and inventory of supplies going into and outside of the program.

Ability to utilize travel Request System (TRS) and conduct reviewer duties for the DRD. Registration or Licensure Requirements:

None Initial Selection Criteria:

• Work experience as an administrative assistant with knowledge of office practices, administrative procedures, community resources, and business telephone etiquette. 2 years exp preferred

• Work Experience to organize and prioritize assignments to completion. 2 years exp preferred

• Work Experience creating data entry spreadsheets in Excel and maintain accountability and inventory of supplies. 2 years exp preferred.

Additional Information:

Must be legally authorized to work in the U.S. without sponsorship.

• The salary offered will follow DSHS starting salary guidelines and will be dependent upon available funds.

• Safe operation of either a state-owned vehicle or personal vehicle is required to conduct state business and an acceptable driving record must be maintained.

• The selected applicant will need to maintain compliance with DSHS Immunization Policy.

• This position is eligible for telework (schedule discussed upon hire). If approved for telework, selected applicants must have the ability to provide personal home internet service and must also have a home office location free from distractions that will provide the ability to ensure confidentiality in the workplace.

• This position may require travel up to 25% of the time and hours outside of 8:00am to 5:00pm M-F.

MOS Code:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. 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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