Administrative Asst III

Texas Health & Human Services Commission Harlingen, TX
Administrative Asst IIIUnder the direction of the Public Health Preparedness and Response Manager and Epi Program Manager, provides advanced, responsible administrative, secretarial and technical support to the Public Health Emergency Preparedness (PHEP) Program and Epidemiology Program. Provides professional level research, complex technical assistance, asset/inventory management, and special project development for the Preparedness and Response Manager and Epidemiology Supervisor. Participates in the development and maintenance of scheduling PHEP and EPI program activities. Provides office management support for Preparedness and Response and Epidemiology staff in the execution of their duties. Work is performed under limited supervision with wide latitude for independent judgment.Essential Job Functions:

(40%) Provides advanced technical and administrative support for the Preparedness and Response Manager, Epidemiology Manager, PHEP staff and Epi staff. Assists in planning and scheduling routine and complex meetings, workshops and conferences for the PHEP and EPI Programs. Maintains, schedules, and coordinates PHEP and EPI staff meetings. Answers, screens, takes phone messages and returns phone calls for the Preparedness and Response Manager and the Epidemiology Program Manager and staff. Reviews incoming e-mail for Preparedness and Response Manager and responds promptly to deadlines. Under manager's directives, works directly with DSHS employees, the public, local elected officials, local health departments, federal and Mexican health officials, and other state and community based organizations in scheduling PHEP and EPI program activities and providing information. Compiles the quarterly PHEP grant reports and assists program managers with budget tracking. Maintains asset/inventory control, including procurement processing and tracking for the PHEP and EPI Programs. Develops administrative procedures, standards, and methods to be used in the management of PHEP and EPI activities. May review incoming correspondences and faxes, and routes to appropriate program, coordinates meetings with PHEP, EPI and Administration staff schedules. Maintains the Epidemiology filing system and assists the Epidemiology program in sending out infectious disease reports while maintaining HIPAA standards.(25%) Provides advance level research, technical assistance and special project development for the Preparedness and Response Manager, Epidemiology Manager, and staff. Assists with developing time lines and setting project goals and deadlines for PHEP grant-funded activities. Charts, schedules and monitors work flow, tracks progress, follows-up with program staff and work groups to ensure deadlines are met. Develops user- friendly background sheets, charts, graphs, and written summaries to be used for PHEP and EPI Program decision making using Excel, Access, PowerPoint and project management software.(20%) Provides routine and complex technical, administrative and secretarial support for the Preparedness and Response Manager, Epidemiology Manager, and staff. Composes and processes routine and complex correspondence using Word, Outlook and Excel. Coordinates scheduled travel and urgent arrangements and prepares travel forms, in a timely manner, using the Internet and DSHS travel office. Compiles, organizes and copies materials needed for meetings, workshops, conferences, and EPI provider visits. Prioritizes all incoming and outgoing correspondence, faxes and packages with considerable latitude to exercise independent judgment. Creates professional folder labels for patient records and files patient folders for EPI staff. Participates in providing phone coverage during lunch in a rotating schedule. (15%) Assists the Preparedness and Response Manager, PHEP program staff, Epidemiology Manager and EPI program staff with routine and special projects. Under manager's directives, coordinates work between public agencies, local government authorities, private non-profit organizations and regional program managers to compile information and ensure consistent results, deadlines, and standards are met. Assists with scheduling interviews when there are program vacancies and assist with file record retention. Performs other duties as assigned including active participation in response and recovery efforts or supporting role in emergency response. Other duties as assigned include, but not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift in assignment/location.Knowledge Skills Abilities:

Knowledge of clerical, administrative and office procedures.Knowledge of use and application of data management and word processing equipment. Knowledge of public health preparedness and response.Skilled in use of IBM compatible software programs and as Windows, Word, Excel, PowerPoint, Outlook, and Access.Ability to understand and interpret pertinent policies and procedures in relation to carrying out an assignment.Ability to meet and greet public, answer questions on agency or regional activities.Ability to prioritize and use flexibility to handle multiple tasks.Ability to analyze and solve work problems independently and/or with others to improve CORE operations.Ability to communicate effectively, verbally and in writing.Registration or Licensure Requirements:

Texas Drivers LicenseInitial Selection Criteria:

Must have High School diploma or GED equivalent. 5 years in Secretarial or Administrative Support. Experience in effective oral and written communication. Experience in using IBM compatible software programs, including Microsoft Office software programs such as Windows, Word, Excel, PowerPoint, Outlook, and Access. Additional Information:

Must provide own transportation. Safe operation of personal vehicle is required to conduct state business, applicants will have their driving records checked through the Department of Public Safety and applicants must have a valid Class C Texas driver's license. Must meet immunization requirements. HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. Requisition # 378070

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.