Administrative Asst I

Location: Vernon, TX

About the role

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. This position performs entry-level administrative support work, including answering routine calls, receiving and disseminating mail and packages, performing errands on and off campus, participating in inventories, running reports, filling and compiling documents, and other duties as assigned. Work involves organizing and maintaining filing and data within computer systems and general administrative support duties such as responding to inquiries and recording calendar events. Works under close supervision with limited latitude for the use of initiative and independent judgment.

Other duties include 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. This position may also be eligible to earn additional pay for work performed on maximum security locations.

Responsibilities

• Serves as a receptionist for the program administrative office. Answers and directs telephone calls, takes messages, and greets visitors professionally.
• Fills in preformed documents, maintains accuracy, and files approved documents in appropriate databases or cabinets. Prepares daily calendar information as requested.
• Sorts and files correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and other related forms such as daily census, staff or individuals in care activity, and other reports as required by the department (30%).
• Compiles, organizes, and tabulates data; performs calculations and prepares reports for managers, such as department inventories for medical supplies and publications (25%).
• Assists in maintaining adequate supplies for the unit. Prepares emergency packages for department supplies as needed. Records and processes all received purchases, including occasional off-campus purchases. Makes copies, scans documents, and files hard copy and electronic data (10%).
• Assists in receiving mail, delivers mail, maintains office equipment, retrieves packages, types letters, and prepares receiving reports for staff as needed (10%).
• 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 and outside vendors (10%).
• Communicates and distributes all required information regarding department business inquiries, activities, and projects to team lead or manager. Ensures communication within the department to appropriate areas (e.g., Security, Director, Nursing, Social Services, Psychiatry). Leads and 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’ experience in a professional support role.
• Minimum twelve (12) months’ 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 driver’s license must provide an original certified driving record from the state of licensure.
• 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 to be considered for employment at a state-operated facility. 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. Healthcare workers may be required to receive vaccinations for hepatitis B, measles, mumps, rubella, varicella, tetanus, diphtheria, pertussis, and influenza. If not immunized for influenza, may be required to wear a mask.

Skills

• Knowledge of office procedures and basic clerical duties.
• Skill in the use of 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 effectively use automated office systems, equipment, and basic computer software.

Benefits

HHSC offers a 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.

Explore more details on the Benefits of Working at HHS webpage.

Pay

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

Schedule

• Full-time, regular position.
• Day shift.
• Not eligible for telework.
• Travel: Up to 5%.