Administrative Assistant II

About the role

The Administrative Assistant II in the Adolescent Forensic Program (AFP) area performs routine (journey-level) administrative support work in areas such as tabulating, inventory control, running reports, time recording, entering requisitions, mail processing, data entry, answering phones, preparing documents, forms, and other duties as assigned appropriate to work in the department or program.

Responsibilities

• Serves as a receptionist for the program administrative office. Answers and directs routine inquiries related to policies and procedures, records requests and redirects as needed. Communicates messages in a timely and accurate manner. Greets visitors to the program and models professional behavior.
• Typing sensitive documents maintaining strict confidentiality and routing to appropriate parties for approval. Prepares daily calendar information as requested.
• Produces, reviews, and proofs correspondence, reports, purchase orders, summaries, manuals, vouchers, records and other related forms. Prepares department program reports, such as daily census, staff or individuals in care activity, other reports as required by department. Compiles, organizes, and tabulates data; performs calculations and prepares reports for managers as required such as inventory levels, requisitions entered, expenditure charts and tables.
• Maintains adequate supplies for the unit. Prepares emergency orders for supplies as needed. Adequately and appropriately records and processes all approved requisition purchases. Periodically requires going off campus for purchases. Makes copies, scans documents, files hard copy and electronic data as required.
• Receives, stamps, and delivers mail; maintains office equipment; retrieves packages as needed; types letters and reports for staff as needed. Performs routine clerical duties as assigned. Serves as Notary Public for the program, notarizing all pertinent documents. Acts as department notary when needed to notarize documents required.
• Prepares and submits facility work orders as needed. Follows up on work order status and maintains work order reports. Provides clear communication between the unit and maintenance department.
• Communicates and distributes all necessary information regarding department business inquiries, activities and projects to team lead or manager. Ensures communication in the department to appropriate areas (Security, Director, nursing, social services, psychiatry, etc.). Leads and assists Clerks and Administrative Assistant I's as required.

Requirements

Eighteen (18) months experience in an office setting performing administrative duties. At least twenty-four (24) months working in Microsoft Outlook, Excel, Word, PowerPoint, TEAMs. Must possess valid Texas driver’s license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver’s license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy. Current notary public license or the ability to obtain within twelve months where needed.

Qualifications

Initial Screening Criteria: Eighteen (18) months experience in an office setting performing administrative duties. At least twenty-four (24) months working in Microsoft Outlook, Excel, Word, PowerPoint, TEAMs.

Skills and Abilities

• Skilled in the use of Microsoft Office systems to include 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, no or minimal errors.
• Ability to effectively use automated office systems, equipment and basic computer software.

Benefits

Comprehensive benefits package including 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

Pay

$2,829.00 - $3,946.25 per month

Schedule

Day Shift