Health & Human Services Comm
Administrative Asst II
Health & Human Services Comm, Richmond, Texas, United States, 77406
Job Description:Responsible to the Director of Education and Training for advanced secretarial work including; typing letters, memos, reports, and other internal and external correspondence without dictation; maintaining filing systems; receiving and relaying messages; scheduling appointments; routing office mail; ordering supplies through The Purchasing And Requisition Tracking System (PARTS); maintaining accurate logs for purchases; compiling time reports through People Soft Systems for Programming, and Vocational Services. Prepares and books travel; coordinates meetings and prepares minutes; assists in preparing forms for Human Resource function (i.e., HR-2 employee injury report, .etc.); serves as the primary computer operator for Education and Training Department which includes Foster Grandparent Program, Habilitation Therapies, Recreation, Day Program and Vocational Services; may assist departments by accepting projects, typing and filing assignments as required by the Education Director.
Essential Job Functions:Manage the Education and Training office to include but not limited to typing letters, memos, reports, and other internal and external correspondence without dictation; maintain filing systems; receiving and relaying messages; scheduling appointments; routing office mail; ordering supplies through the Purchasing And Requisition Tracking Systems (PARTS); maintaining accurate logs for purchases; entering requisitions, Entering MIMS and Office Depot Requests, compiling sign-in sheets from all Education and Training departments (Foster Grandparent Program, Recreation, Day Program and Chaplaincy and Vocational Services). Prepares and book travel; coordinates meetings and prepares minutes; assists in preparing forms for Human Resource function (i.e., HR-2, employee injury reports, etc.); serves as the primary computer operator for the Education and Training Department which includes Foster Grandparent Program, Recreation, Day Program and Chaplaincy and Vocational Services; may assist departments by accepting projects, typing, and filing assignments as required by the Education Director. Other duties as assigned 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. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:Excellent writing skills, editing material. Drafting emails, knowledge of electronic devices and electrical equipment (operating a printer, fax machine, lap top computer, projector, sending electronic messages via pager system, operating laminating machine). Excellent computer skills (typing 50 plus words a minute, development of power points, graphic arts; making flyers, creating excel documents). Ability to communicate both verbally and in writing with others inside and outside of the workplace in a professional manner, discuss concerns and problems with contract vendors, dress professionally. Answer the telephone and take messages in a professional manner.
Registration or Licensure Requirements:N/A
Initial Selection Criteria:Graduation from an accredited high school or GED, plus two (2) years secretarial work experience. Experience working on special projects and creating flyers. Experience coordinating orders and entering requisitions into automated systems. Experience creating funding documents and calculating collected funds. Experience using Microsoft programs, Excel, PowerPoint, Outlook, etc.
Additional Information:Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS OIG List of Excluded Individuals/ Entities.
Males between the ages of 18 - 25 must be registered with the Selective Service.
All State Supported Living Center Employees are subject to Random Drug Testing.
Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
MOS Code:There are no Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For additional 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.
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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
Essential Job Functions:Manage the Education and Training office to include but not limited to typing letters, memos, reports, and other internal and external correspondence without dictation; maintain filing systems; receiving and relaying messages; scheduling appointments; routing office mail; ordering supplies through the Purchasing And Requisition Tracking Systems (PARTS); maintaining accurate logs for purchases; entering requisitions, Entering MIMS and Office Depot Requests, compiling sign-in sheets from all Education and Training departments (Foster Grandparent Program, Recreation, Day Program and Chaplaincy and Vocational Services). Prepares and book travel; coordinates meetings and prepares minutes; assists in preparing forms for Human Resource function (i.e., HR-2, employee injury reports, etc.); serves as the primary computer operator for the Education and Training Department which includes Foster Grandparent Program, Recreation, Day Program and Chaplaincy and Vocational Services; may assist departments by accepting projects, typing, and filing assignments as required by the Education Director. Other duties as assigned 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. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:Excellent writing skills, editing material. Drafting emails, knowledge of electronic devices and electrical equipment (operating a printer, fax machine, lap top computer, projector, sending electronic messages via pager system, operating laminating machine). Excellent computer skills (typing 50 plus words a minute, development of power points, graphic arts; making flyers, creating excel documents). Ability to communicate both verbally and in writing with others inside and outside of the workplace in a professional manner, discuss concerns and problems with contract vendors, dress professionally. Answer the telephone and take messages in a professional manner.
Registration or Licensure Requirements:N/A
Initial Selection Criteria:Graduation from an accredited high school or GED, plus two (2) years secretarial work experience. Experience working on special projects and creating flyers. Experience coordinating orders and entering requisitions into automated systems. Experience creating funding documents and calculating collected funds. Experience using Microsoft programs, Excel, PowerPoint, Outlook, etc.
Additional Information:Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS OIG List of Excluded Individuals/ Entities.
Males between the ages of 18 - 25 must be registered with the Selective Service.
All State Supported Living Center Employees are subject to Random Drug Testing.
Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
MOS Code:There are no Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For additional 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.
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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS