Administrative Assistant I - General

About the role

The Administrative Assistant I performs entry-level administrative support work, including answering routine calls, receiving and disseminating mail and packages, performing errands on and off campus, and assisting other areas during staff absence or as required by business need. This role involves organizing and maintaining filing and data within computer systems, such as visitor logs, inventory counts, and maintenance records, as well as general administrative duties like responding to inquiries and recording calendar events. Work is performed under close supervision with limited latitude for initiative and independent judgment.

Other duties include actively participating in disaster response, recovery, or Continuity of Operations (COOP) activation, which may require alternate shift patterns or locations. This position may also be eligible for additional pay for work performed during evenings, nights, and/or weekends.

Responsibilities

• Serves as a receptionist for the program administrative office, answering and directing telephone calls, taking accurate messages, and greeting visitors professionally (30%).
• Sorts and files correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and other forms such as daily census, staff or individual activity reports, and department inventories (e.g., medical supplies and publications). Compiles, organizes, and tabulates data; performs calculations and prepares reports for managers (25%).
• Assists in maintaining adequate unit supplies, prepares emergency packages, records and processes received purchases, and periodically makes off-campus purchases. Makes copies, scans documents, and files hard copy and electronic data as required (10%).
• Assists in receiving and delivering mail, maintains office equipment, retrieves packages, and types letters and reports for staff as needed (10%).
• Prepares and submits facility work orders, follows up on work order status, and maintains work order reports. Communicates clearly between the unit and maintenance department or outside vendors (e.g., Xerox) (10%).
• Communicates and distributes required information regarding department business inquiries, activities, and projects to team leads or managers. Ensures communication within the department to appropriate areas (e.g., Security, Director, Nursing, Social Services, Psychiatry) and leads or assists clerks as needed (10%).
• Performs other duties as assigned, including supporting disaster response, recovery, or COOP activation, which may require alternate shift patterns or locations (5%).

Requirements

• At least twelve (12) months of experience in a professional support role.
• Minimum twelve (12) months of experience working with Microsoft Outlook, Excel, Word, and PowerPoint.
• Must possess a valid Texas driver’s license or obtain it no later than 90 days after hire date. Applicants with an out-of-state license must provide an original certified driving record.
• Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks, including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide, Employee Misconduct, and List of Excluded Individuals/Entities (LEIE).
• Males between the ages of 18-25 must be registered with the Selective Service.
• All applicants must be at least 18 years of age; Waco and Terrell Center for Youth applicants must be 21 years of age.
• Flexibility in work hours may be required, including overtime and/or extended hours.
• Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. Employees may be required to wear a mask if not immunized for influenza.

Skills

• Knowledge of office procedures and basic clerical duties.
• Skill in using Microsoft Office systems, including Teams, Outlook, Excel, Word, and PowerPoint.
• Ability to organize information both orally and in writing.
• Ability to utilize and evaluate various databases effectively.
• Ability to communicate accurately and tactfully, both orally and in writing.
• Ability to prioritize and manage tasks effectively, producing work on time with minimal errors.
• Ability to use automated office systems, equipment, and basic computer software.

Benefits

• 100% paid employee health insurance for full-time eligible employees.
• Defined benefit pension plan.
• Generous time off benefits.
• Numerous opportunities for career advancement.

Pay

Salary Range: $2,606.00 - $3,404.91 per month.

Schedule

• Full-time, regular position.
• Shift: Day (First shift).
• Not eligible for telework.
• Travel: Up to 5%.
• FLSA Status: Nonexempt.

Facility Location: Terrell State Hospital, 1200 E Brin, Terrell, TX.