Administrative Assistant II - General

Overview

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. Our benefits include 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off, and opportunities for career advancement. This role is located at the Lubbock State Supported Living Center and is not eligible for telework.

• Attend work on a regular basis and follow a specified shift schedule, which may include rotating schedules, extended shifts, or overtime in accordance with agency leave policy; perform other duties as assigned.
• Serve as receptionist for the program Administrative Office; answer and direct telephone calls, relay messages, greet visitors, maintain confidentiality, and prepare daily calendar information as requested.
• Produce, review, and proof correspondence, reports, purchase orders, summaries, manuals, vouchers, and other forms; prepare department program reports (e.g., daily census, staff or individuals in care activity); compile, organize, and tabulate data and prepare reports for managers (e.g., inventory levels, requisitions, expenditure charts).
• Maintain adequate unit supplies; prepare emergency orders; record and process approved requisitions; may require off-campus purchases; perform copies, scanning, filing of hard copy and electronic data.
• Receive, stamp, and deliver mail; maintain office equipment; retrieve packages; type letters and reports; perform routine clerical duties; serve as Notary Public for the program and notarize documents as needed.
• Prepare and submit facility work orders; follow up on status and maintain related reports; communicate between the unit and maintenance.
• Disseminate department information regarding inquiries, activities, and projects to team lead or manager; coordinate with security, director, nursing, QIDP services, psychiatry, and other areas as needed; supervise clerks and Administrative Assistant I as required.
• Participate in and support agency disaster response, continuity of operations (COOP) activities; may require alternate shift patterns or locations.

• Knowledge,
  
  Skills and Abilities
  
  (KSAs): Knowledge of office procedures and basic clerical duties.
• Skill in the use of Microsoft Office systems including Teams, Outlook, Excel, Word, and PowerPoint.
• Ability to organize information both orally and in writing.
• Ability to utilize various databases effectively.
• Ability to communicate accurately and tactfully both orally and in writing.
• Ability to prioritize and manage tasks, producing work on time with minimal errors.
• Ability to use automated office systems, equipment, and basic computer software.

• Registrations, Licensure Requirements or
  
  Certifications:
  
  N/A

• Initial Screening Criteria: High school diploma or equivalent; experience using automated office systems and basic computer software; administrative assistant or clerk experience.

• Additional Information: Applicants must pass fingerprints, background checks, pre-employment drug screen, and registry checks (CANRS, Nurse Aide, Medication Aide, and LEIE). Males 18–25 must be registered with Selective Service. All State Supported Living Center employees are subject to random drug testing. Flexibility in work hours; overtime and weekend/holiday work may be required. All applicants must be at least 18 years old.

Active Duty, Military, Reservists, Guardsmen, and Veterans: Military occupations related to this position are listed in the posting; qualified active-duty personnel, reservists, guardsmen, and veterans are encouraged to apply. See the Texas State Auditor’s Office Military Crosswalk for more information.

ADA Accommodations: HHSC and DSHS provide reasonable accommodations during hiring; contact the HHS Employee Service Center for assistance with the online application or scheduling accommodations for interviews.

Pre-Employment Checks and Work Eligibility: Some program areas may require additional background checks. HHSC uses E-Verify and you must bring I-9 documentation on your first day.

Telework Disclaimer: This position may be eligible for telework per state and agency policies and supervisor/business needs.