Dept of State Health Services
Administrative Asst II
Dept of State Health Services, Austin, Texas, us, 78716
Job Description:Administrative Asst II
Administrative Asst II This position is responsible for performing complex word processing and computer related work with agency forms and compliance correspondence. Interprets instructions and assumes full responsibility for accuracy and completeness of prepared documents and reports. Coordinates, maintains, and updates records in filing systems and databases related to the Remote Inspections. Receives requests from registrants, the general public, state organizations and officials and forwards them to the appropriate personnel. May assist in planning topical meetings and conferences. Assists in the developing, updating and maintaining administrative policies and procedures. Prepares a variety of reports. Processes incoming and outgoing mail. Performs training of new personnel. Works under moderate supervision of the X-ray North Group Manager with limited latitude for the use of initiative and independent judgment. May be assigned as a member of the Agency's Radiological Emergency Response Team.
Essential Job Functions:This position creates complex compliance correspondence including Notices of Violations, Inspector Evaluation Forms, Inadequate Response Letters, Adequate Response Letters, Second Notices, Remote Inspection Solicitations and Interoffice Correspondence. The position will track responses to compliance actions using the Division data base to assure timely responses from registrants. Receives and forwards responses to Notices of Violations to Technical Reviewers. Makes appropriate copies, mails original documents and routes copies to appropriate staff and file room. Assembles documentation and forwards compliance actions through the Branch Manager to the Escalated Enforcement Program as directed by the technical reviewers. Creates forms, and reports utilizing Microsoft Word, and Excel. Updates existing inspection and compliance information stored on the Division database. Assembles inspection reports and data received into complete response packages for technical review. Answers department phone, and connects callers to the appropriate personnel. (50%) Coordinates, maintains and updates databases regarding the status of inspection, compliance correspondence, and various statistics related to the x-ray and remote inspection program. Researches data and makes appropriate corrections when errors are found during review, or reported by inspection, or central office staff. Assists in developing, updating, and maintaining administrative policies and procedures. Receives and forwards written and verbal (phone) requests from registrants, the general public, state organizations, and officials to the appropriate personnel. Answers moderately complex questions, from the public, and registrants about Agency rules and policies. (30%) Using information in computer databases prepares reports, including monthly reports of the number of inspections performed by inspectors and any outstanding inspection reports. Prepares other reports as directed by supervisor. Composes, interprets, and disseminates information on the agency's programs and procedures. Receives and distributes group mail. Prepares outgoing mail for pickup. (15%) Performs specialized support work and participates in the planning and execution of Staff Meetings. Assists in researching, writing, designing, or editing agency publications such as brochures, forms, manuals, and charts. May train new administrative personnel on job duties. 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.(5%)
Knowledge Skills Abilities:Knowledge of English, grammar, punctuation, and spelling appropriate for business situations. Skilled in proofreading, and editing documents. Skilled at using advanced word processing formats. Skilled in using computers, Microsoft Office Programs including, but not limited to, Word, Excel, and Power Point. Skilled in entering data, and data retrieval in various environments. Skilled in telephone communications. Ability to use technical documents, and reference materials. Ability to follow verbal, and written instructions. Ability to perform work with minimal instruction/supervision. Ability to organize and prioritize workload, and meet deadlines. Ability to deal tactfully, and diplomatically with the public, registrants, co-workers, and supervisors. Ability to establish and maintain effective working relationships with co-workers, and managers.
Registration or Licensure Requirements:None
Initial Selection Criteria:Experience in composing, editing, and proofing documents, administrative correspondence, letters, memos, etc. Experience in tracking and distributing correspondence and/or documents. Experience in scheduling, coordinating, and performing follow-up tasks. Experience in answering multi-line phone. Experience in maintaining records. Experience using database and spreadsheet programs to keep/track records and generate reports.
Additional Information:1. This position routinely teleworks 3-4 days per week and works in the Austin office 1-2 days per week. Employee must have reliable home internet connection. Employee must have reliable transportation. Employee must be able to work in the office during normal business hours up to 5 days a week during the initial training period.2. The posted salary range is the full range for this position. Agency salary policy, budget, and candidate's qualifications will dictate the final salary offer. Typically, salary offers are at or near the midpoint of the range, depending on qualifications or other factors unless the selected applicant is internal in which case a 7% increase may be applied for a promotion or a 3.4% increase may be applied when the selected applicant is in the same salary group but different class title and job code.3. Only applicants who are interviewed will receive written notification of selection results.
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 CAPPS 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: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 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
Administrative Asst II This position is responsible for performing complex word processing and computer related work with agency forms and compliance correspondence. Interprets instructions and assumes full responsibility for accuracy and completeness of prepared documents and reports. Coordinates, maintains, and updates records in filing systems and databases related to the Remote Inspections. Receives requests from registrants, the general public, state organizations and officials and forwards them to the appropriate personnel. May assist in planning topical meetings and conferences. Assists in the developing, updating and maintaining administrative policies and procedures. Prepares a variety of reports. Processes incoming and outgoing mail. Performs training of new personnel. Works under moderate supervision of the X-ray North Group Manager with limited latitude for the use of initiative and independent judgment. May be assigned as a member of the Agency's Radiological Emergency Response Team.
Essential Job Functions:This position creates complex compliance correspondence including Notices of Violations, Inspector Evaluation Forms, Inadequate Response Letters, Adequate Response Letters, Second Notices, Remote Inspection Solicitations and Interoffice Correspondence. The position will track responses to compliance actions using the Division data base to assure timely responses from registrants. Receives and forwards responses to Notices of Violations to Technical Reviewers. Makes appropriate copies, mails original documents and routes copies to appropriate staff and file room. Assembles documentation and forwards compliance actions through the Branch Manager to the Escalated Enforcement Program as directed by the technical reviewers. Creates forms, and reports utilizing Microsoft Word, and Excel. Updates existing inspection and compliance information stored on the Division database. Assembles inspection reports and data received into complete response packages for technical review. Answers department phone, and connects callers to the appropriate personnel. (50%) Coordinates, maintains and updates databases regarding the status of inspection, compliance correspondence, and various statistics related to the x-ray and remote inspection program. Researches data and makes appropriate corrections when errors are found during review, or reported by inspection, or central office staff. Assists in developing, updating, and maintaining administrative policies and procedures. Receives and forwards written and verbal (phone) requests from registrants, the general public, state organizations, and officials to the appropriate personnel. Answers moderately complex questions, from the public, and registrants about Agency rules and policies. (30%) Using information in computer databases prepares reports, including monthly reports of the number of inspections performed by inspectors and any outstanding inspection reports. Prepares other reports as directed by supervisor. Composes, interprets, and disseminates information on the agency's programs and procedures. Receives and distributes group mail. Prepares outgoing mail for pickup. (15%) Performs specialized support work and participates in the planning and execution of Staff Meetings. Assists in researching, writing, designing, or editing agency publications such as brochures, forms, manuals, and charts. May train new administrative personnel on job duties. 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.(5%)
Knowledge Skills Abilities:Knowledge of English, grammar, punctuation, and spelling appropriate for business situations. Skilled in proofreading, and editing documents. Skilled at using advanced word processing formats. Skilled in using computers, Microsoft Office Programs including, but not limited to, Word, Excel, and Power Point. Skilled in entering data, and data retrieval in various environments. Skilled in telephone communications. Ability to use technical documents, and reference materials. Ability to follow verbal, and written instructions. Ability to perform work with minimal instruction/supervision. Ability to organize and prioritize workload, and meet deadlines. Ability to deal tactfully, and diplomatically with the public, registrants, co-workers, and supervisors. Ability to establish and maintain effective working relationships with co-workers, and managers.
Registration or Licensure Requirements:None
Initial Selection Criteria:Experience in composing, editing, and proofing documents, administrative correspondence, letters, memos, etc. Experience in tracking and distributing correspondence and/or documents. Experience in scheduling, coordinating, and performing follow-up tasks. Experience in answering multi-line phone. Experience in maintaining records. Experience using database and spreadsheet programs to keep/track records and generate reports.
Additional Information:1. This position routinely teleworks 3-4 days per week and works in the Austin office 1-2 days per week. Employee must have reliable home internet connection. Employee must have reliable transportation. Employee must be able to work in the office during normal business hours up to 5 days a week during the initial training period.2. The posted salary range is the full range for this position. Agency salary policy, budget, and candidate's qualifications will dictate the final salary offer. Typically, salary offers are at or near the midpoint of the range, depending on qualifications or other factors unless the selected applicant is internal in which case a 7% increase may be applied for a promotion or a 3.4% increase may be applied when the selected applicant is in the same salary group but different class title and job code.3. Only applicants who are interviewed will receive written notification of selection results.
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 CAPPS 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: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 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