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About the Role

The Administrative Assistant performs complex administrative support and technical program assistance for State Hospitals Operations program staff, and other Leadership staff within Central Administration. Manages and maintains schedules and travel arrangements. Coordinates and completes travel for Operations program staff and may assist other staff within Central Administration on an as needed basis. Provides some human resources support. Stays current on policies and procedures as they relate to administrative support functions. Works under general supervision with moderate latitude for the use of initiative and independent judgment. Performs other duties as assigned, to include providing support to Central Administration and the State Hospital staff as deemed necessary by the Director of Support Services.

Responsibilities

Manages and maintains schedules and travel arrangements.
Coordinates and completes travel for Operations program staff.
Assists other staff within Central Administration on an as needed basis.
Provides some human resources support.
Stays current on policies and procedures as they relate to administrative support functions.
Performs other duties as assigned, to include providing support to Central Administration and the State Hospital staff as deemed necessary by the Director of Support Services.
Attends work on a regular basis and may be asked 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.
Communicates on an intermediate level with internal and external customers to proactively provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.
Makes travel arrangements to include airfare, hotel, and rental car reservations.
Submits travel reimbursement claims on behalf of the Central Administration and the State Hospital staff and Operations program staff.
Collaborates with the Administrative staff to create a harmonious, efficient, and productive office environment for the State Hospitals Central Administration office.
Interacts and communicates using professionalism, integrity, sound judgment, discretion, and confidentiality at all times.
Manages all information flow in a timely and accurate manner.
May collaborate with the Administrative Services Manager and Staff Services Officer for Human Resources related activities, for on-boarding and off-boarding employees, requesting office supplies and other purchases, requesting assistance with building related issues, and other staff services duties.
Coordinates general office duties such as answering phone calls and directing issues received by phone, email, or mail.
Distributes daily mail as needed.
Schedules conference rooms.
Monitors, maintains and distributes supplies.
Develops and maintains filing, record-keeping, and records management systems which may include confidential information; and records retention.
Maintains naming conventions on shared drives.
Assists in maintaining files and record keeping for the Operations team.
Develops tracking systems and timelines for operational and business needs for the Director of Support Services.
Compiles reports, updates and proofs a variety of department data, reports, and manuals according to instructions.
Compiles and enters data for charts, graphs, databases, summaries, or reports.
Researches, composes, designs, proofs or edits agency publications such as brochures, forms, letters, memoranda, literature, reports, manuals, and presentation slides using MS Word, Excel, Access, and PowerPoint software utilizing desktop publishing techniques.
Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
May require an alternate shift pattern assignment and/or location for disaster response/recovery or COOP activation.

Requirements

At least 3 years of clerical, secretarial, or office experience required.
One (1) year experience arranging travel for a group of staff required.
Applicants must pass a fingerprint criminal 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.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
Waco and Terrell Center for Youth applicants must be 21 years of age.
Flexibility in work hours may be required for this position.
The position may be required to work overtime and/or extended hours.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required.
Healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza.
State hospital policy requires employees be vaccinated according to their level of contact with individuals.
In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.
Applicants selected for hire may be required to pass background and other due diligence checks.
Must bring I-9 documentation on the first day of work.

Skills

Modern office practices and administrative procedures and process.
Use of office machines and equipment.
HHS travel system or a similar system.
Open records requests and public information act.
Finding innovative solutions to administrative problems.
Computer and applicable software (i.e. Microsoft Office particularly Word, Excel, Outlook, Excel, PowerPoint, and Access).
SharePoint.
Interpreting state and federal rules, regulations, policies, and procedures.
Communicating effectively with others both orally and in writing.
Answering telephones and greeting internal and external customers cordially.
Providing administrative support to executive level management and program staff with competing deadlines.
Working in a team environment and resolving conflict with co-workers.
Initiating and carrying out work assignments while multi-tasking.
Seeking guidance when given assignments and/or tasks.
Scheduling and organizing meetings between participants.
Effectively and proactively managing an executive level calendar.
Working in a fast-paced, and sometime stressful environment.
Following complex and written instructions.
Coordinating meetings, conference calls, video conferences, conferences, seminars including taking, transcribing and distributing minutes in a timely manner.
Creating and maintaining databases and tracking systems for various projects.

Location

AUSTIN

Work Type

Full time
Telework may be eligible

Experience Level

3 years of clerical, secretarial, or office experience
1 year experience arranging travel for a group of staff

Salary/Compensations

$2,953.25 - $4,365.66 Monthly

Benefits

100% paid employee health insurance for full-time eligible employees
Defined benefit pension plan
Generous time off benefits
Numerous opportunities for career advancement

About the Company

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.
At HHSC, your contributions matter, and we support you at each stage of your life and work journey.
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.

Equal Opportunity

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability.
Active Duty, Military, Reservists, Guardsmen, and Veterans: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position.