RHMOC Administrative Support

Under the direct supervision of the Texas Department of State Health Services (DSHS) Public Health Region 1 (PHR 1) Manager IV for Public Health Preparedness and Epidemiology, the Administrative Assistant II position provides highly responsible administrative support and technical assistance for the Preparedness and Response Program and Epidemiology Program and specifically to IC and Command Staff during COVID and other Emergency Response activations.
This position performs administrative support duties for Incident Commander, Command Staff during activation and to Preparedness and Response Manager during non-activation times, including but not limited to: • Serving as administrative support to Incident Commander and other Command Staff during COVID response and other infectious disease or emergency response activation by PHR 1 • Maintaining files • Tracking incident expenditures and providing financial reports as needed to meet response needs • Assisting with purchase of goods and services • Assisting with asset management • Collecting/maintaining/storing public health partners contact information in various systems and formats • Answering phones and processing mail • Completing other duties as assigned Work assignments are accomplished under moderate supervision with latitude for use of 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.
Safe operation of either a state owned vehicle or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety.
Must comply with DSHS Immunization policy.
(35%) - Administrative: Including, but not limited to COVID-19 response activities: Manages and maintains paper and electronic filing systems and assures that files contain appropriate information and are stored properly.
Prepares documents for record storage and/or destruction according to State Records Retention procedures.
Responds to open records requests according to State Open Records Act.
Coordinates meetings and schedules conference rooms.
Takes and prepares meeting minutes.
Collects and distributes incoming correspondence, processes special mail, and logs incoming and outgoing mail as required.
(30%) - Contact Database Management: Including, but not limited to COVID-19 response activities: Responsible for maintaining contact databases for the program.
Databases will include contact information pertinent to both the epidemiology and the preparedness programs.
Databases will include multiple contact points for each individual and will be used to provide the program with emergency contact information as well as email and postal addresses for each individual.
Databases will be maintained in electronic format as well as hard copy in some cases.
Position will be responsible for maintaining/updating contacts on a regular basis and sharing with appropriate individuals on a regular and as needed basis.
(10%) - Purchasing and Receiving: Including, but not limited to COVID-19 response activities: Works with fellow section staff in the development of PRF’s for purchases.
Reviews all PRF’s produced by section for completeness and accuracy and forwards to appropriate staff according to section and regional processes.
Works closely with Program Specialist IV in Lubbock office to ensure fund availability and appropriateness of purchases.
(10%) - Financial: Including, but not limited to COVID-19 response activities: Responsible for maintaining the section expenditure register to include: entering line items, tracking expenditures, and reconciling.
Provides financial reports to section Program Specialist IV in Lubbock and Program Manager as requested.
(10%) - Asset Management: Including, but not limited to COVID-19 response activities: Maintains asset management database for the program following regions asset management rules and procedures.
Ensures assets are properly assigned and works with fellow section staff and the regional asset manager to effectively record and update as needed all assets held by the program.
Marginal functions: (5%) - Performs other duties as assigned.
Duties may include: Checks program equipment in and out.
Works cooperatively to cross-train with other region support staff to perform necessary tasks for continuous support.
Provides backup switchboard support.
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: • Skill in verbal and written communication • Skill in answering phones in an office environment • Skill in filing, organization, and prioritization • Skill in data entry • Skill in documenting/monitoring financial transactions •Skill in typing and proofreading •Skill in using printers, copiers, fax machines, electronic mail, and computers • Skill in use of Microsoft Office (Word, Outlook, Excel, PowerPoint, Access, Internet Explorer) • Skill in tracking assignments, projects and other activities of program personnel • Ability to compose and/or proof correspondence letters/emails with use of appropriate grammar, spelling, and writing style • Ability to understand and follow instructions and office procedures both verbally and in written form • Ability to work independently with minimal supervision • Ability to work with the public • Ability to work in a “team” environment: establish, maintain, and foster excellent working relationships • Ability to move boxes and supplies weighing up to 25 lbs.
• Ability to take meeting minutes and transcribe the minutes • Knowledge of State of Texas purchasing procedures (preferred) • Knowledge of State of Texas travel procedures and publication requirements (preferred) • Knowledge of Medical Terminology (preferred) Registration or Licensure Requirements: Must possess a valid Class C Texas driver’s license, or equivalent license from another state.
Initial Selection Criteria: • Experience in filing, organization and prioritization required.
• Experience in using Microsoft Word, Excel, Outlook required.
• Experience in tracking assignments, projects and other activities of program personnel preferred.
• Experience in documenting / monitoring financial transactions required.
Experience composing and/or proofing correspondence (letters/emails) with use of appropriate grammar, spelling, and writing style.
Required.
Additional Information: Applicants must complete the Employment History (official record of employment)on the Employment Application form to be considered for employment.
Headquarters to be in the Lubbock office.
This position requires work on-site at location.
Hybrid on-site/telework, and/or telework may occur in accordance to DSHS policy.
Only applicants who are interviewed will receive written notification of selection results.
Applicants must list Employer Posting Number on State of Texas application to be considered for this posting.
Applications and attachments may be submitted as follows: 1) Online at https://acesshr.
hhsc.
state.
tx.
us, 2) mail application to acessHR Service Center Attn: Recruiting, PO Box 6629, Round Rock, TX 78683-6629, or 3) fax application to 1-866-245-3646.
Employee must provide transportation to/from headquarters.
If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas driver’s license for the appropriate type of vehicle.
This position requires that an employee’s driving record be verified with law enforcement to ensure compliance with DSHS’s driving policy.
Employee/Applicants are responsible for providing a certified copy of their driving record and a copy of their driver’s license prior to beginning employment.
Employee must comply with the DSHS Employee Immunizations Policy which requires employees to have immunizations that are necessary to maintain immunity or show immunity to specific diseases to which they may be exposed during their official duties.
MOS Code: 43-9061.
00 - Office Clerks, General 43-6014.
00 Secretaries and Administrative Assistants 43-9061.
00 - Office Clerks, General Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS 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.