Administrative Asst IV

Texas Health & Human Services Commission Austin, TX
Administrative Asst IVUnder the general direction of the Business Operations Director,monitors billing, prepares invoices, maintains files and post payments for 224 remote birth certification sites and prepares a usage report on a monthly basis. Monitors billing, prepares invoices, tracks payments associated with inter-agency, federal, and other inter-governmental contracts. Maintains financial records including accounting, billing, invoices, and accounts receivable in Quick Books. Prepares weekly and monthly financial and status reports. Fulfills Texas Electronic Registrar inter-agency, and federal birth verification orders. Provides backup support for the Staff Services Officers when necessary, includes on-boarding staff, submitting requests for support services from IT and TFC. Answering phones for the Vital Statistics Unit. Serves as the contact person for building maintenance, initiating work orders and tracking the progress of work orders. Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy 40% Monitors billings, prepares invoices, maintains files and post payments for 224 remote birth certification sites and prepares a usage report on a monthly basis. 30% Monitors billing, prepares invoices, tracks payments associated with inter-agency, federal, and other inter-governmental contracts. Maintains financial records including accounting, billing, invoices, and accounts receivable in Quick Books.10% Prepares weekly and monthly financial and status reports. Fulfills Texas Electronic Registrar inter-agency, and federal birth verification orders. 10% Provides backup support for the Staff Services Officers when necessary, includes on-boarding staff, submitting requests for support services from IT and TFC. 10% Answering phones for the Vital Statistics Unit. Serves as the contact person for building maintenance, initiating work orders and tracking the progress of work orders. Knowledge Skills Abilities:

Thorough knowledge of office practices and administrative procedures.Thorough knowledge of departmental rules, regulations, policies and procedures.Good oral and written communication skills.Skills in the use of database, spreadsheet, and work processing software.Skills to operate a computer and utilize software such as Word, Excel, Visio, Quickbooks.Skills in communicating financial information to management and other personnel.Skills in verbal and written communication.Ability to meet the public and answer questions regarding program activities.Ability to work with confidential records/files/information.Ability to plan, and direct personnel; establish priorities, make decisions and recommendations.Ability to assess workflow and resolve workflow issues.Ability to establish and maintain effective working relationships with staff and managers.Ability to provide written and verbal instructions to explain policies and procedures.Ability to work independently and under minimal supervisionAbility to make decisions in a fast paced and deadline-oriented environment.Ability to communicate on the telephone and in person in a clear and diplomatic manner.Registration or Licensure Requirements:

NoneInitial Selection Criteria:

Two or more years' experience working in a state vital statistics program including direct interaction with the public in a customer service environment both on the phone and in person Demonstrated Work Experience and the ability to work with confidential records/files/information using computers, and office machines both in printed and electronic formats Demonstrated work experience in handling financial processes for a government entity including accounting software, money, warrants, and checks.Skill in interpreting and explaining policies, processes, and rules Additional Information:

Selected applicant must submit to a fingerprint based criminal background check upon offer of employment. 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 Requisition #384484MOS Code:

42A, YN, 0111, 3A1X1

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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