Area Coordinator

About the role

Under direct supervision, the Administrative Assistant III - Area Coordinator performs journey level administrative duties and/or technical program assistance work to support operations of the unit. This position requires regular and solid attendance, will not involve remote or teleworking, and will be normal working hours. Performs other duties as assigned, including 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, which may require an alternate shift pattern assignment and/or location.

Responsibilities

• Establish, track, and maintain internal record-keeping systems, ensuring all files are accurate, up-to-date, and securely stored. Manage confidential documents with discretion, facilitating the creation, transmission, reproduction, and appropriate distribution of records in compliance with agency policies and regulations.
• Serve as a key point of contact by communicating professionally and effectively with the public, internal staff, government agencies, and private organizations. Provide timely responses to inquiries regarding agency rules, regulations, policies, and procedures while maintaining a positive and service-oriented approach to stakeholder engagement.
• Obtain equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, furniture, and equipment, determining the appropriate method to pay for goods or services purchased by the department following policy and procedures, and utilizing the appropriate process.
• Organize and coordinate meetings, conferences, and seminars by scheduling, preparing agendas, arranging logistics, and ensuring all necessary materials are available. Facilitate communication before, during, and after events, providing documentation and follow-ups to support successful outcomes. Handle travel arrangements, requests, and vouchers for reimbursement. Monitor and initiate purchases of office supplies, training materials, conference registrations.
• Gather, review, and analyze documents and data to provide technical assistance and administrative support. Prepare and route reports and forms to Director and/or Area leadership to obtain approval via electronic signature. Compile and review studies and other documents to ensure quality, accuracy, and compliance with facility and department guidelines. Assist in compiling information for audits, compliance checks, and other reporting needs.
• Maintain structured and efficient filing systems to support easy retrieval and secure storage of documents. Manage incoming and outgoing communications by answering phone calls, distributing mail, and directing inquiries to appropriate personnel. Coordinate workflow between different organizational units, order office supplies and equipment, and ensure the office environment remains organized and functional.
• Perform other duties as assigned, including 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.

Qualifications

Initial Screening Criteria: At least two (2) years' experience in a professional support role.

Knowledge, Skills, and Abilities

• Knowledge of office practices and administrative procedures
• Knowledge of business English, spelling and grammar
• Knowledge of state travel policy and procedure
• Knowledge of record keeping and filing systems
• Knowledge of HIPAA laws
• Skilled in written communications
• Skilled in proofreading and editing
• Skilled in verbal communications
• Skilled in time keeping
• Skilled in Microsoft Office products
• Ability to implement administrative procedures and to evaluate their effectiveness
• Ability to interpret rules, regulations, policies, and procedures
• Ability to communicate effectively and to train others
• Ability to work independently and as a team member
• Ability to manage multiple projects while meeting timelines
• Ability to prepare correspondence, forms and requisitions
• Ability to maintain confidential information and secure documents

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: $2,953.25 - $4,365.66 per month

Schedule

Day shift (First), full-time. Flexibility in work hours may be required; position may be required to work overtime and/or extended hours.

Location: Rusk State Hospital, 805 N DICKINSON DR, RUSK, TX

Travel: Up to 10%