Dept of State Health Services
Administrative Asst III
Dept of State Health Services, Austin, Texas, us, 78716
Job Description:Under the supervision of the Unit Director, coordinates and performs Unit and Branch administrative activities to achieve efficient administrative management of the Unit office. Duties include administrative support, technical program assistance, customer service, and assistance with special projects. Orders, enters requisitions, and receives supplies, equipment, and reagents. Files, photocopies, scans, maintains, and archives Unit and Branch documents and records. Prepares, edits, and distributes correspondence, spreadsheets, documents, and reports. Serves as the Unit initial point of contact for both internal and external stakeholders. Serves as the Unit liaison for scheduling and setting up training, meeting, interview, tour and visit, and other special projects. Coordinates with Unit staff and ensures that critical administrative duties and assignments are completed. Attends Unit and Branch staff meetings and prepares minutes when needed. May participate in the interviewing, selecting, training, developing, and assigning of administrative support staff. Works under general supervision, exercising professional knowledge, 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.(35%) Provides clerical and administrative support. Manages the administrative duties of the Unit office. Serves as administrative assistant for the Unit Manager and provides administrative support for the Branch managers, program specialists, team managers, and team leads. Enters, edits, and analyzes data when preparing spreadsheets, reports, and charts. Researches items pertaining to policy, procedure, training and purchasing compiling information and troubleshooting as needed. Performs photocopying, faxing, scanning, sorting, and binding of documents. Attends staff meetings and transcribes technical dictation and minutes when needed. Sorts and distributes mail. Sets up meetings, training, interviews, visits, and tours. Accesses Microsoft Outlook for scheduling conference rooms. Greets and escorts visitors and applicants. Informs interview panel of applicant arrival, and if required escorts applicant to formal interview location. Maintains telephone lists for the Unit. Assists in schedule and travel arrangements. Performs regular updates for the laptops as required. Ensures the printer/fax/copy machines are adequately supplied for daily efficient use. Initiates service calls to the appropriate department for the troubleshooting and repair of office equipment for the Unit. Maintains a clean and organized work area including the Unit conference room. Submits work orders for the Unit to the Building Manager for building upkeep needs. Coordinates, collaborates, and prepares schedule for the upkeep of the Unit breakroom areas.(20%) Provides customer services. Serves as initial Unit point of contact for internal and external stakeholders. Utilizes customer service knowledge and skills towards internal and external customers and stakeholders. Answers telephones, follows up on voice mails, and routes calls for the Unit and Branches. Interprets inquiries regarding departmental rules, regulations, policies, and procedures. Utilizes appropriate laboratory documents and websites specific to the Unit and Branch as resources to provide accurate and professional responses to customer inquiries. Routes technical inquiries to the appropriate laboratory team. Provides Unit and Branch management with information about stakeholder perceptions and needs as gathered through contacts.(15%) Provides support for purchasing process. Assists in entering, submitting, and tracking purchasing requisitions and associated forms for the Unit. Prepares and submits warehouse and laboratory supply requests weekly or as needed. Maintains office supply inventory, organizes supply cabinets and storage closets, and submits office supply orders. Receives and distributes supplies, reagents, and equipment and ensures items received are complete and correct. Maintains complete and accurate purchasing records including requisitions, purchase orders, and packing slips.(10%) Maintains a filing system of the Unit documents and records. Organizes, files, and tracks Unit office records. Coordinates record retention activities and archives Unit records and files according to the Public Health Laboratory Division policy and State Retention Schedule. Manages and tracks usage of Unit resources such as laptop and educational material. Organizes, updates, and coordinates distribution of hard copies of Quality Management policies and procedures. Composes, edits, types, formats, and proofreads correspondence, letters, memoranda, literature, brochures, reports, manuals, and presentation slides using MS Word, Excel, Access, and PowerPoint software utilizing desktop publishing techniques.(10%) Coordinates administrative personnel activities for the Unit. Plans and participates in the direction of Administrative Support staff of the Unit. Coordinates and facilitates an office management workflow, which will ensure coordinated telephone coverage and completion of critical administrative assignments. Participates in the interviewing and selection of Unit administrative personnel, training, developing, assigning and evaluating work for accuracy, format, adherence to policies, timeliness review and development of procedures and protocols. Coordinates and monitors scheduling and task coverage. Develops and maintains good working relationships with all Unit staff. Serves as backup for other Unit administrative staff (including telephone coverage). Participates in the development of policies and procedures used to ensure accurate and thorough communication between the support and technical staff of the Unit. Maintains comprehensive knowledge of the statutes, policies, rules, and requirements for the testing performed in the Unit.
(10%) Continuity of operations and other special projects. Serves as liaison between Unit personnel and Public Health Laboratory Division's staff regarding team building, training, shared space, and other special projects. Presents project updates to supervisor. Distributes information on training opportunities to the appropriate Unit personnel. Provides backup telephone and administrative support for Public Health Laboratory Division personnel as scheduled or as needed. 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. Consistently complies with DSHS Laboratory, local, state, and federal guidelines to ensure a safe functioning laboratory.
Knowledge Skills Abilities:Knowledge of Department, Division, and Public Health Laboratory Division policies, regulations, and procedures and the ability to interpret them.Knowledge of English grammar and spelling.Knowledge of basic medical terminology.Knowledge of modern office practices and procedures and the use of office machines and equipment. Knowledge of public personnel administration, office management, supervisory and management principles and the ability to apply those principles.Knowledge of administrative support operations.Advanced knowledge of Microsoft applications such as Outlook, Word, Access, Excel, PowerPoint.Knowledge of conference room scheduling system.Ability to participate in the management, including planning and directing of the Unit's administrative personnel.Skill in establishing priorities and making technical decisions and recommendations.Advanced skills in learning and adapting computer programs to specific tasks; typing speed of at least 55 wpm is preferred.Advanced knowledge in organizational skills.Skill in exercising independent judgment and being a self starter, flexible and works under minimum supervision. Ability to install administrative procedures and evaluate their effectiveness.Skill in communicating orally and in writing in a clear and concise manner.Skill in participating in interviews and evaluation with both pleasant and hostile applicants/employees and resolving in harmonious agreement.Ability to understand complex oral/written directions and instructions.Skill in prioritizing work and the ability to meet strict deadlines.Ability to establish and maintain effective working relationships with a variety of individuals: Unit Managers, Branch Managers, Team Managers, peers and subordinates, and other branches.Ability to participate in the direction and coordination of the work of a large group of employees engaged in a variety of tasks; to analyze and solve work problems and to make decisions and delegate authority.Ability to deal with stressful situations in a diplomatic and tactful manner.Ability to provide satisfactory customer service to internal and external customers and stakeholders.
Registration or Licensure Requirements:N/A
Initial Selection Criteria:• Experience in administrative support work, preferably in a public health, medical or laboratory setting• Experience working with Microsoft Office products and office equipment• Experience in interpreting rules, regulations, policies, and procedures• Experience working with internal and external customers
Additional Information:List on Application in Employment History percent time and experience with specific computer applications/software office equipment, daily workload, and customer service tasks.
MOS Code:68G, LS, PERS, 0111, 3F5X1, 42A
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:Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.(35%) Provides clerical and administrative support. Manages the administrative duties of the Unit office. Serves as administrative assistant for the Unit Manager and provides administrative support for the Branch managers, program specialists, team managers, and team leads. Enters, edits, and analyzes data when preparing spreadsheets, reports, and charts. Researches items pertaining to policy, procedure, training and purchasing compiling information and troubleshooting as needed. Performs photocopying, faxing, scanning, sorting, and binding of documents. Attends staff meetings and transcribes technical dictation and minutes when needed. Sorts and distributes mail. Sets up meetings, training, interviews, visits, and tours. Accesses Microsoft Outlook for scheduling conference rooms. Greets and escorts visitors and applicants. Informs interview panel of applicant arrival, and if required escorts applicant to formal interview location. Maintains telephone lists for the Unit. Assists in schedule and travel arrangements. Performs regular updates for the laptops as required. Ensures the printer/fax/copy machines are adequately supplied for daily efficient use. Initiates service calls to the appropriate department for the troubleshooting and repair of office equipment for the Unit. Maintains a clean and organized work area including the Unit conference room. Submits work orders for the Unit to the Building Manager for building upkeep needs. Coordinates, collaborates, and prepares schedule for the upkeep of the Unit breakroom areas.(20%) Provides customer services. Serves as initial Unit point of contact for internal and external stakeholders. Utilizes customer service knowledge and skills towards internal and external customers and stakeholders. Answers telephones, follows up on voice mails, and routes calls for the Unit and Branches. Interprets inquiries regarding departmental rules, regulations, policies, and procedures. Utilizes appropriate laboratory documents and websites specific to the Unit and Branch as resources to provide accurate and professional responses to customer inquiries. Routes technical inquiries to the appropriate laboratory team. Provides Unit and Branch management with information about stakeholder perceptions and needs as gathered through contacts.(15%) Provides support for purchasing process. Assists in entering, submitting, and tracking purchasing requisitions and associated forms for the Unit. Prepares and submits warehouse and laboratory supply requests weekly or as needed. Maintains office supply inventory, organizes supply cabinets and storage closets, and submits office supply orders. Receives and distributes supplies, reagents, and equipment and ensures items received are complete and correct. Maintains complete and accurate purchasing records including requisitions, purchase orders, and packing slips.(10%) Maintains a filing system of the Unit documents and records. Organizes, files, and tracks Unit office records. Coordinates record retention activities and archives Unit records and files according to the Public Health Laboratory Division policy and State Retention Schedule. Manages and tracks usage of Unit resources such as laptop and educational material. Organizes, updates, and coordinates distribution of hard copies of Quality Management policies and procedures. Composes, edits, types, formats, and proofreads correspondence, letters, memoranda, literature, brochures, reports, manuals, and presentation slides using MS Word, Excel, Access, and PowerPoint software utilizing desktop publishing techniques.(10%) Coordinates administrative personnel activities for the Unit. Plans and participates in the direction of Administrative Support staff of the Unit. Coordinates and facilitates an office management workflow, which will ensure coordinated telephone coverage and completion of critical administrative assignments. Participates in the interviewing and selection of Unit administrative personnel, training, developing, assigning and evaluating work for accuracy, format, adherence to policies, timeliness review and development of procedures and protocols. Coordinates and monitors scheduling and task coverage. Develops and maintains good working relationships with all Unit staff. Serves as backup for other Unit administrative staff (including telephone coverage). Participates in the development of policies and procedures used to ensure accurate and thorough communication between the support and technical staff of the Unit. Maintains comprehensive knowledge of the statutes, policies, rules, and requirements for the testing performed in the Unit.
(10%) Continuity of operations and other special projects. Serves as liaison between Unit personnel and Public Health Laboratory Division's staff regarding team building, training, shared space, and other special projects. Presents project updates to supervisor. Distributes information on training opportunities to the appropriate Unit personnel. Provides backup telephone and administrative support for Public Health Laboratory Division personnel as scheduled or as needed. 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. Consistently complies with DSHS Laboratory, local, state, and federal guidelines to ensure a safe functioning laboratory.
Knowledge Skills Abilities:Knowledge of Department, Division, and Public Health Laboratory Division policies, regulations, and procedures and the ability to interpret them.Knowledge of English grammar and spelling.Knowledge of basic medical terminology.Knowledge of modern office practices and procedures and the use of office machines and equipment. Knowledge of public personnel administration, office management, supervisory and management principles and the ability to apply those principles.Knowledge of administrative support operations.Advanced knowledge of Microsoft applications such as Outlook, Word, Access, Excel, PowerPoint.Knowledge of conference room scheduling system.Ability to participate in the management, including planning and directing of the Unit's administrative personnel.Skill in establishing priorities and making technical decisions and recommendations.Advanced skills in learning and adapting computer programs to specific tasks; typing speed of at least 55 wpm is preferred.Advanced knowledge in organizational skills.Skill in exercising independent judgment and being a self starter, flexible and works under minimum supervision. Ability to install administrative procedures and evaluate their effectiveness.Skill in communicating orally and in writing in a clear and concise manner.Skill in participating in interviews and evaluation with both pleasant and hostile applicants/employees and resolving in harmonious agreement.Ability to understand complex oral/written directions and instructions.Skill in prioritizing work and the ability to meet strict deadlines.Ability to establish and maintain effective working relationships with a variety of individuals: Unit Managers, Branch Managers, Team Managers, peers and subordinates, and other branches.Ability to participate in the direction and coordination of the work of a large group of employees engaged in a variety of tasks; to analyze and solve work problems and to make decisions and delegate authority.Ability to deal with stressful situations in a diplomatic and tactful manner.Ability to provide satisfactory customer service to internal and external customers and stakeholders.
Registration or Licensure Requirements:N/A
Initial Selection Criteria:• Experience in administrative support work, preferably in a public health, medical or laboratory setting• Experience working with Microsoft Office products and office equipment• Experience in interpreting rules, regulations, policies, and procedures• Experience working with internal and external customers
Additional Information:List on Application in Employment History percent time and experience with specific computer applications/software office equipment, daily workload, and customer service tasks.
MOS Code:68G, LS, PERS, 0111, 3F5X1, 42A
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