Maintenance Support

About the role

The Administrative Assistant III - Maintenance Support position at the Texas Health and Human Services Commission (HHSC) supports the operations of the Plant Maintenance Department. This role involves administrative duties and technical program assistance, including maintaining internal record-keeping systems, purchasing equipment and parts, coordinating office and facility repairs, and serving as the Data Coordinator for Plant Maintenance.

Responsibilities

• 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.
• Organizes, maintains, and safeguards internal records and documentation while supporting effective communication and ensuring adherence to organizational policies and procedures.
• Maintains daily mail, certified mail by obtaining signatures, copies and follow correct mailing processes.
• Update contact list with new staff/current staff changes to phone numbers and addresses are current. Ensure staff change information in CAPPS. Ensure staff/shop phone list is current and correct with phone numbers and employee ID numbers.
• Coordinates office and facility repairs by communicating with vendors or maintenance personnel to ensure timely and effective resolution of issues.
• Enters repairs in CAFM and follows through to completion. Check for any incoming inquiries of work orders and respond if needed. Research work orders are requested. Close work orders as needed. Reports any elevator issues for dispatch. Make sure electricians place out of order sign on elevator and removed once work is complete.
• Prepares, edits, and distributes official correspondence, analytical reports, research studies, and various supporting documents with accuracy and attention to detail.
• Acts as the Data Coordinator for plant maintenance by managing data, assisting users with computer applications and troubleshooting both technical and mechanical issues.
• Ensures accuracy of maintenance records and facilitates seamless communication between departments to optimize plant performance. Upkeep on boiler certificates, elevator certificates. Completes all LAN change requests in accordance with Information Management protocols.
• Ensures adherence to filing and insurance policy procedures and promptly reports any violations to Information Management without exception.
• Procures equipment and parts for all shop operations as needed and upon request. Ensures all purchases are made in compliance with established procurement policies, rules, and regulations, as outlined by departmental or agency audits.
• Serves as a central point of contact, ensuring professional and effective communication with internal teams, external agencies, and the public.
• Organizes and coordinates meetings, conferences, and seminars by scheduling appointments, preparing detailed agendas, managing logistics, and ensuring the availability of necessary materials and resources.
• Facilitates effective communication among commission members throughout all stages of an event to ensure clarity, coordination, and successful outcomes. Manages all aspects of travel arrangements, including itinerary planning, processing travel requests, submitting reimbursement vouchers, and ensuring compliance with applicable policies.
• Accurately enters information into databases or systems from various sources, including paper documents, online materials, and other formats. Verifies the accuracy and completeness of data by cross-checking with source documents and correcting any errors. Organizes and maintains both digital and physical files to ensure data is up-to-date and easily accessible. Generates reports and assignments based on collected data as needed. Maintains data security and confidentiality by performing regular backups and adhering to established protocols. Collaborates with team members to clarify data requirements and resolve discrepancies. Identifies and addresses data entry issues such as errors or inconsistencies to ensure data integrity.
• Ensures all staff maintain current AUA certification. Follows up with employees who are not up to date, providing guidance on the completion process, assists with submitting required paperwork, and ensures proper documentation is filed in each employee’s personnel folder.
• Performs other duties as assigned.

Requirements

At least two (2) years’ experience in a professional support role.

Qualifications

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 HIPPA 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; to interpret rules, regulations, policies, and procedures; 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 implement administrative procedures and to evaluate their effectiveness.

Ability to communicate efficiently and effectively using both written and verbal skills.

Ability to interpret complex rules, regulations, policies and procedures.

Ability to maintain confidential information and secure documents.