Administrative Asst III

Texas Health & Human Services Commission Austin, TX
The administrative assistant position reports to the Operations and Reporting Manager for the Office of the Ombudsman. Performs complex (journey-level) administrative and technical program assistance work. Manages and coordinates travel arrangements for Ombudsman staff, prepares and tracks purchasing and other financial documents, maintains filing and records management systems, serves as receptionist, assigns work to others, prepares and edits correspondence, reports, and forms, coordinates activities for meetings and other special events and helps maintain supplies and equipment. May train others. Handles other administrative work as assigned. Works under general supervision with moderate latitude for the use of initiative and independent judgment. Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy. Performs complex administrative support for the Office of the Ombudsman while maintaining quality customer service in all interactions. Duties include coordinating meetings, conferences, and seminars; ordering office supplies and maintaining supply room; preparing material for meetings and taking minutes for monthly unit meetings; screening correspondence and other incoming documents; answering and routing calls; assigning and monitoring work to Ombudsman staff using the HEART database; preparing and processing travel in CAPPS for Ombudsman managers; preparing and editing correspondence; developing and implementing administrative policies and procedures; and handling other general administrative office duties. Serves as receptionist answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff. Assembles data and prepares comprehensive reports; develops, coordinates and maintains records; and maintains records management system. Knowledge Skills Abilities:

Knowledge of office principles and practices and administrative procedures. Skill in the use of standard office equipment and software. Skill in communicating effectively both orally and in writing. Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; and to train others. Registration or Licensure Requirements:

None Initial Selection Criteria:

Experience handling travel arrangements and purchasing activities. Experience communicating with the general public in a professional environment. Experience using Excel, Word, and PowerPoint. Experience with TIERS inquiry, preferred.Additional Information:

Only current or former HHS employees may be offered the salary above the minimum rate, based on HHS Human Resource salary guidelines. All other candidates selected for the position may be offered the minimum posted salary. Note: 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.

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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