Administrative Asst III

The Administrative Assistant for Client Services works under the direct supervision

of the Assistant Director of Programs. The Administrative Assistant to the Assistant

Director of Programs also serves as assistant to the Director of Residential

Services and to the Director in the absence of his/her assistant. Works under

limited supervision with considerable latitude for the use of initiative and

independent judgement. Essential Job Functions:

The Administrative Assistant for Client Services works under the direct supervision of the Assistant Director of Programs. The Administrative Assistant performs complex administrative support work to include but not limited to, the following: typing/composing of general correspondence, forms, reports, and memos; handling routine paperwork; routing phone calls; scheduling meetings; taking dictation and meeting minutes as necessary; handling travel arrangements; scheduling and maintaining the AOD and EDO calendars; works with Cashier on lockbox procedures, counts amounts of monies that are input into the lockbox, retrieves monies/tickets/credit cards that are in lockbox.

The Administrative Assistant to the Assistant Director of Programs also serves as assistant to the Director of Residential Services and to the Director in the absence of his/her assistant; answering correspondences, reviewing mail, providing information and instructions to residential services personnel; develops and maintains office forms and databases to measure activities of the department; assembles and organizes information for internal and external auditors; assembles and organizes information for supervisor; maintains supervisor's calendar. Works under limited supervision with considerable latitude for the use of initiative and independent judgement. Knowledge Skills Abilities:

Extensive knowledge in the formation of forms and presentations in excel and other Microsoft programs, PowerPoint. Ability to teach/train others to develop and use databases and other office forms.

Collects and reviews Hiring packets for Director of Residential and Assistant Director of Programs before the due date. Coordinates and schedules interviews for the Assistant Director of Programs and Director of Residential Services. Ability to develop and modify work procedures, methods and processes to improve efficiency.

History of outstanding work attendance and job performance. History which demonstrates a pattern of professional, courteous, and cooperative interactions with others. Proven ability to meet established deadlines.

Proven ability to assess and solve problems; make decisions, and effectively manage change. Proven ability to communicate effectively both orally and in written format. Responsible for compiling Unit Ratio information per home in preparation of annual ICF Survey. Registration or Licensure Requirements:

• Must possess Valid Texas Class C Driver's License to be checked yearly for any violations or suspensions or obtain it no later than 90 days after hire date. Applicants with out of state driver's license must provide an orginal certified driving record from the State of driving licensure;

• Eligible driving record required based on HHSC fleet Management Policy

Initial Selection Criteria:

Graduation from an accredited high school or GED, plus two (2) years secretarial work experience. Additional related work experience may substitute for the required education on a year for year basis with a maximum substitution of two (2) years. Each year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year for year basis.

Additional Information:

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.

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

MOS Code:

There are no Military occupations 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 additional 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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