Administrative Assistant II to ADoP/DRS

Administrative Assistant II - ADoP/DRS The Administrative Assistant to the ADOP serves as the central contact point for phone calls and visitors to best address their needs.
Also serves as the contact person for all appointments and visitors for the ADOP.
Performs administrative support or technical program assistance work.
Work involves disseminating information and performing internal administrative support work.
Maintains filing, recordkeeping, and records management systems.
Prepares and distributes correspondence, reports, forms, and documents.
Develops and maintains spreadsheets for tracking systems.
Works under the general supervision of the ADOP with some latitude for the use of initiative and independent judgment.
Essential Job Functions: 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.
1.
Acts as the central point of contact for the ADOP and DRS.
Screens phone calls and appointment requests to determine if call/visit to the ADOP is justifiable or should be referred elsewhere.
Refers callers/visitors to the appropriate staff to address concerns/questions/inquiries.
2.
Plans meetings and prepares agenda/takes minutes for the following groups/meetings: LOS Committee, ADOP staff meetings, and others as requested/assigned.
Minutes are distributed to appropriate facility and State Office staff and kept on file.
3.
Develops spreadsheets and tracking systems, enters data, generates reports on data collected and organizes data collection for monitoring systems such as employee compliance with mandatory training, employee time certification compliance and others as assigned.
4.
Monitors deadlines and assignments in order to comply with requests from State Office and other agencies.
5.
Monitors messages and mail for ADOP.
Initiates and types outgoing correspondence in order to provide necessary communication with consumers/stakeholders.
6.
Ensures the ADOP calendar is current by scheduling appointments and meetings and assisting in the utilization of time management.
7.
Serves as point of contact for residents, family members, employees, state office inquiries, HHSC PI, HHSC Regulatory, OIG, and the general public.
8.
Manages other confidential assignments as directed by the ADOP and other Executive staff as assigned.
9.
Serves in a backup capacity for the Director’s Admin Assistant when she is out of the office.
11.
Performs special assignments as requested.
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 programs.
Use of standard office equipment and software.
Experience on personal computer and the Microsoft package.
Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to effectively communicate both orally and in writing, and to train others.
Registration or Licensure Requirements: None Initial Selection Criteria: High School graduate.
Three years experience with personal computers and the Microsoft Package.
Experience in working with the general public and working with persons with intellectual/developmental disabilities.
Additional Information: Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS OIG List of Excluded Individuals/Entities.
Males between the ages of 18–25 must be registered with the Selective Service.
All State Supported Living Center employees are subject to Random drug testing.
Flexibility in work hours may be required for this position.
The position may be required to work overtime and/or extended hours.
Must be willing to work weekends and holidays.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
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 at https://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.
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.
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