Administrative Assistant II

Brief Job Description

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need.

Essential Job Functions (EJFs)

• Attends work on a regular basis and may be asked 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.
• Complies with Commitment processes and in doing so, carefully, accurately, and expeditiously completes, reviews, types, and files court documents according to specified time frames.
• Ensures compliance with HIPAA regulations by safeguarding patient health information and maintaining confidentiality in all communications, records, and data handling.
• Updates commitment status and patient movement in electronic medical record, the Commitment Office spreadsheets, and data spreadsheets as assigned.
• Maintains required training without prompting identified time frames, seeks additional training opportunities.
• Assignments are accurate and complete by request date.

Knowledge, Skills and Abilities (KSAs)

• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software.
• Ability to communicate orally and in writing.
• Ability to implement administrative procedures.
• Ability to interpret rules, regulations, policies and procedures.
• Ability to plan and organize work.
• Ability to keep records and make reports.
• Ability to prioritize and efficiently manage multiple tasks independently.
• Ability to abide by the HHSC Standards of Conduct and Work Rules.
• Ability to abide by Texas Laws Relating to Mental Health.

Registrations, Licensure Requirements or Certifications

• Must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle.

Initial Screening Criteria

• High school diploma or GED.
• At least one (1) year of continuous clerical experience.
• Experience using Microsoft Office Products.

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 Aid, Medication Aide and Employee Misconduct, 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 to be considered for employment at a state-operated facility.
• Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.
• Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required.
• Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.
• Active Duty, Military, Reservists, Guardsmen, and Veterans: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.
• ADA Accommodations: In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.
• Pre-Employment Checks and Work Eligibility: Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form
• Telework Disclaimer: This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.