Dept of State Health Services
Administrative Asst II
Dept of State Health Services, Austin, Texas, us, 78716
Job Description:Administrative Asst II
Administrative Assistant II provides administrative assistance to the Inspections Unit, Environmental Section, Consumer Protection Division, with moderate supervision and latitude for independent judgment. Serves as lead Administrative Assistant for the Unit. Coordinates and directly performs duties including, but not limited to, reviewing/auditing and checking travel, training and registration documents; answering phone calls; reserving conference rooms; scheduling meetings; tracking inspection activities; filing reports and correspondences; assisting with public information requests, processing purchase requisitions, assisting with policy research, participating in emergency response activities during exercises and in declared emergencies; and providing general assistance to customers of the Unit. Serves as the first line response to the public for verbal and written inquiries, answering questions, sending information, and directing the request to an appropriate person or place. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.
Essential Job Functions:30.00% Assists the Inspections Unit and Environmental Section with public information requests under the Open Records Act. Researches and produces documents as requested under the Texas Public Information Act within the assigned time frame. Files reports and correspondences for the Unit. Establishes and maintains a filing system such that files can be retrieved in a timely manner.
30.00% Reviews and audits travel requests received from regional inspectors and other staff and ensures that they meet DSHS guidelines. Audits incoming travel vouchers submitted through the Travel Reimbursement System (TRS). Provides feedback to the inspectors after reviewing their travel documents. Reviews training and class registration documents for all inspectors in the Unit.
20.00% Prepares Purchase Requisition Forms and Supply Orders for the Unit Director's approval. Compiles and forwards office supplies needed by staff in the Branches and ensures that supplies are sorted, packaged upon arrival, and shipped by approved shipping company.
10.00% Provide phone assistance to the Inspections Unit and the Environmental Section. Answers the Environmental Section phone line and routes calls to the appropriate program and person. Processes surplus forms for broken equipment. Set up conference room reservations.
10.00% This position performs other duties as assigned, including but not limited to providing support to the Asbestos/Lead Notification Branch in scanning documents, searching for hard copies notifications, responding to questions from customers who want assistance with regulatory compliance issues. 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:Knowledge of office practices and administrative procedures. Knowledge of grammar, punctuation and spelling and document formatting.Knowledge of word processing procedures and software packages. Knowledge of data entry and data retrieval from a computerized database.Knowledge of manual file maintenance and procedures.Skill in both written and oral communication.Skill in word processing using Microsoft Word for windows and Outlook.Skill in the operation of standard office equipment.Ability to perform basic math principles.Ability work independently with minimal supervision.Ability to explain policies, regulations, and instructions.Ability to establish and maintain effective working relationships with employees, management, and the public.Ability to provide courteous and diplomatic customer service.Ability to prioritize work, manage time effectively, and meet deadlines. Ability to gather data and track status of projects.
Registration or Licensure Requirements:None
Initial Selection Criteria:Experience performing clerical and administrative support duties. Experience in processing open records requests. Experience using word-processing and spreadsheet software applications, such as Microsoft Word, Outlook, and Excel or related software. Experience in proofing and editing documents. Experience performing data entry and producing reports using database software. Experience maintaining confidential files and records. Experience processing travel requests, travel vouchers, and purchase requests. Experience in working with people. Experience in handling multiple projects and meeting deadlines. Experience in communicating effectively both orally and in writing. Experience answering office calls and scheduling travel.
Additional Information: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 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.
This position is eligible for telework. DSHS will provide computer, related equipment, and basic office supplies. Employee must provide office furniture and high-speed internet.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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:MOS Codes: 2599, 0111,71B, 42L,360,3F551MOS Codes: 2599, 0111,71B, 42L,360,3F551
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 Assistant II provides administrative assistance to the Inspections Unit, Environmental Section, Consumer Protection Division, with moderate supervision and latitude for independent judgment. Serves as lead Administrative Assistant for the Unit. Coordinates and directly performs duties including, but not limited to, reviewing/auditing and checking travel, training and registration documents; answering phone calls; reserving conference rooms; scheduling meetings; tracking inspection activities; filing reports and correspondences; assisting with public information requests, processing purchase requisitions, assisting with policy research, participating in emergency response activities during exercises and in declared emergencies; and providing general assistance to customers of the Unit. Serves as the first line response to the public for verbal and written inquiries, answering questions, sending information, and directing the request to an appropriate person or place. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.
Essential Job Functions:30.00% Assists the Inspections Unit and Environmental Section with public information requests under the Open Records Act. Researches and produces documents as requested under the Texas Public Information Act within the assigned time frame. Files reports and correspondences for the Unit. Establishes and maintains a filing system such that files can be retrieved in a timely manner.
30.00% Reviews and audits travel requests received from regional inspectors and other staff and ensures that they meet DSHS guidelines. Audits incoming travel vouchers submitted through the Travel Reimbursement System (TRS). Provides feedback to the inspectors after reviewing their travel documents. Reviews training and class registration documents for all inspectors in the Unit.
20.00% Prepares Purchase Requisition Forms and Supply Orders for the Unit Director's approval. Compiles and forwards office supplies needed by staff in the Branches and ensures that supplies are sorted, packaged upon arrival, and shipped by approved shipping company.
10.00% Provide phone assistance to the Inspections Unit and the Environmental Section. Answers the Environmental Section phone line and routes calls to the appropriate program and person. Processes surplus forms for broken equipment. Set up conference room reservations.
10.00% This position performs other duties as assigned, including but not limited to providing support to the Asbestos/Lead Notification Branch in scanning documents, searching for hard copies notifications, responding to questions from customers who want assistance with regulatory compliance issues. 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:Knowledge of office practices and administrative procedures. Knowledge of grammar, punctuation and spelling and document formatting.Knowledge of word processing procedures and software packages. Knowledge of data entry and data retrieval from a computerized database.Knowledge of manual file maintenance and procedures.Skill in both written and oral communication.Skill in word processing using Microsoft Word for windows and Outlook.Skill in the operation of standard office equipment.Ability to perform basic math principles.Ability work independently with minimal supervision.Ability to explain policies, regulations, and instructions.Ability to establish and maintain effective working relationships with employees, management, and the public.Ability to provide courteous and diplomatic customer service.Ability to prioritize work, manage time effectively, and meet deadlines. Ability to gather data and track status of projects.
Registration or Licensure Requirements:None
Initial Selection Criteria:Experience performing clerical and administrative support duties. Experience in processing open records requests. Experience using word-processing and spreadsheet software applications, such as Microsoft Word, Outlook, and Excel or related software. Experience in proofing and editing documents. Experience performing data entry and producing reports using database software. Experience maintaining confidential files and records. Experience processing travel requests, travel vouchers, and purchase requests. Experience in working with people. Experience in handling multiple projects and meeting deadlines. Experience in communicating effectively both orally and in writing. Experience answering office calls and scheduling travel.
Additional Information: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 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.
This position is eligible for telework. DSHS will provide computer, related equipment, and basic office supplies. Employee must provide office furniture and high-speed internet.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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:MOS Codes: 2599, 0111,71B, 42L,360,3F551MOS Codes: 2599, 0111,71B, 42L,360,3F551
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