Administrative Asst II

Job/Position DescriptionAdministrative Asst IIThe Administrative Assistant II supports the daily operations of the Quality Assurance Department while also providing back-up support to the Director, ADoP and ADoA Office.Performs routine administrative support such as data input into established databases, updating logs/schedules/calendars, maintaining files, updating informational postings. Work includes but is not limited to data retrieval, maintenance of shared electronic files, committee support, updating manuals, policy distribution and tracking, greeting callers and visitors, answering general questions, and directing customers to proper staff. Schedules and coordinates meetings and appointments; prepares agendas for meetings; records, compiles, transcribes and distributes minutes of meetings. Prepares and modifies documents, reports, drafts, and memos. Performs moderately complex administrative support and technical program assistance.Backup support will include participation in the daily Incident Management Review Team (IMRT) meetings as well as being trained to support the campus inventory functions.The Administrative Assistant II works under the general guidance and supervision of the Director of Quality Assurance with additional input from the Director, ADoP and ADoA for assigned duties.Essential Job Functions1. Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.2. Provides advanced level administrative support to the Quality Assurance Department along with the Director, ADoP and ADoA offices.3. Data entry into local excel spreadsheets and access databases.4. Creates intermediate to advanced level electronic documents/files; checks work for consistency and accuracy and copies and distributes documents as necessary. Creates and post updated educational/informative materials as requested5. Provides support during survey and external review preparations.6. Provides committee support; including the production of agendas, scheduling, distribution of meeting notifications, collecting relevant files/papers before meetings, taking minutes and distributing minutes.7. Greets and provides assistance to visitors or callers in professional and courteous manner. Answers phones, takes accurate messages and directs customers to proper staff. Makes staff badges.8. Other duties as assigned by supervisor. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agencyand#146;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.Registrations, Licensure Requirements or CertificationsMeeting criteria to drive a State of Texas vehicle (Texas Drivers License and acceptable point check) is preferred. Knowledge Skills Abilities1. Knowledge of general clerical procedures and of spelling, grammar, punctuation, and alpha filing systems.2. Proficient in MS Office Suite and office equipment (fax, phone, copier, etc). Ability to type 45 wpm+ preferred.3. Ability to demonstrate intermediate skill level in creating Word documents, Excel spreadsheets, and database software skills.4. Demonstrate the ability to both prepare and analyze data as determined by management.5. Demonstrate the ability to implement and execu https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=612572 Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.