Administrative Asst II

Texas Health & Human Services Commission Paris, TX
Administrative Asst IIPerforms routine administrative support or technical program assistance work with the LTSS UR review unit. Duties include but are not limited to preparing correspondence and responses to correspondence; preparing required reports; gathering and copying materials; preparing and processing purchase requests; organizing and maintaining hard copy and electronic programmatic files; preparing files and materials for off-site storage; arranging for pick-up of materials to be stored off-site as well as retrieval of materials stored off-site; and arranging meeting rooms and/or conference facilities as requested. Other duties include drafting and preparing letters and memos, entering programmatic data into established databases and/or designated software applications. Shares responsibilities for answering the telephone, collecting and distributing mail, and other administrative duties as needed. The position works under moderate supervision, with limited 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 and performs other duties as assigned. (60%) Provides administrative support for managed care LTSS review unit, and back-up support to the LTSS unit including the answering of incoming calls, routing calls appropriately, and preparing responses to correspondence, required reports, draft letters and memos. Maintains program and related files in an organized manner to facilitate retrieval of materials. Prepares programmatic materials for off-site storage including arranging for pick-up and for retrieval to fulfill programmatic needs. Responds to requests from LTSS UR review unit and as back-up support for other LTSS Unit staff in preparing for meetings including scheduling of meeting rooms and/or conference facilities; developing meeting agendas; copying, faxing, and organizing meeting materials into requested packets; and shipping materials to remote sites as needed. (25%) Maintains and/or creates spreadsheets and/or other tracking or data documents as needed and requested. As backup, supports Unit staff by entering data into the appropriate database for various reporting and tracking purposes. Responds to requests from interested parties for program materials and information including drafting and preparing necessary correspondence, gathering requested materials, and maintaining inventory levels of existing materials. (10%) Coordinates and prepares purchase requests for supplies and other materials as needed for LTSS UR and as backup support to Unit staff. Prepares travel reimbursement requests for LTSS review unit and as back up to Unit staff including, but not limited to, continuing education expenses and licensure expenses.(5%) Conducts special projects or duties as assigned in support of HHSC, division, section, unit, and/or branch initiatives and/or directives which include but are 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. Disaster response activities may include providing direct patient services within scope of practice. Disaster response or COOP activation may require an alternate shift pattern assignment and/or location. Knowledge Skills Abilities:

Knowledge of general business office practices and administrative procedures. Skill in working with and answering multi-line telephone systems.Skill in use of computer software, including word processing and spreadsheets, copiers, printers, and fax machines.Skill in developing and maintaining filing system.Skill in performing tasks with a high degree of accuracy, paying close attention to detail.Skill in verbal communication with the general public and team members.Skill in entering data into various databases.Skill in making travel arrangements and filing travel reimbursement requests.Skill in establishing and maintaining effective working relationships with managers, co-workers, and other staff and/or program stakeholders.Ability to communicate competently both orally and in writing. Ability to adapt to a rapidly changing work environment. Ability to maintain confidentiality of materials and information. Ability to plan and arrange meetings, including scheduling meeting rooms, and develop meeting agendas.Ability to organize data and prepare reports.Ability to set priorities and goals for accomplishing multiple tasks within limited time frame.Registration or Licensure Requirements:

Initial Selection Criteria:

Graduation from high school or equivalent. Experience in administrative support work. Experience performing clerical related work. Experience using a personal computer for inquiry, data entry and correspondence. Experience developing and maintaining files, records and tracking systems. Experience within the HHS Enterprise preferred. Additional Information:

Req ID386951 Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1. For more information see the Texas State Auditor's Military Crosswalk here. 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. MOS Code:

0152

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.