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Administrative Asst I

Company: Health & Human Services Comm
Location: Carlsbad
Posted on: June 12, 2021

Job Description:

Administrative Asst I
Administrative Assistant I works under the supervision of the Settlement Agreement Coordinator (SAC) to provide support for settlement agreement activities. The Administrative Assistant I will also be a support to the dental clinic and pharmacy department and others, as needed. The Administrative Assistant I must demonstrate an intermediate level of proficiency in all Microsoft Office applications, including Word, Outlook, Excel, and Adobe, (skill assessment will be held at interview). This position performs administrative duties to include, but not limited to: utilizes common office equipment and computer applications to include but not limited to compose notes, minutes, modify documents, policies, reports, documents, data entry and creating spreadsheets, graphs, and maintaining data and information. The assistant will maintain sanitation of all required areas. The Administrative Assistant I will maintain and manage a comprehensive filing system that supports all required departmental and requested documentation. This position answers multi-line telephones, routes calls to appropriate staff, and takes accurate messages. In addition, assist staff in making travel arrangements, submitting needed work orders, completing purchase orders, maintaining and performing appropriate office, janitorial, and other supply stock activities. This position requires the capability to communicate effectively with others and work independently. The Administrative Assistant I must maintain (or attain within the first 90 days of hire date) a valid Texas drivers license and maintain eligibility to operate a State-owned vehicle, in addition to be willing and able to travel, as needed.


Essential Job Functions:
Attends work on a regular basis and may be required 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.

Drafts or modifies written correspondence and/or documents; tracks assessments; completes forms and compiles reports; provides telephone support.
Routinely utilizes common business software applications, including Microsoft Outlook, Word, Excel, in addition to Adobe Acrobat, and occasionally PowerPoint.
Enters data into various Excel spreadsheets; maintains program records and files for completeness and accuracy for assigned departments.
Complete all travel arrangements; processes purchase orders; submits work orders.
Commonly transcribes various meetings in real time, as needed.
Organizes shipments of products and supplies of all assigned departments; sanitize all required areas.
Attends training and completes all other duties as assigned.

Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agencys 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.


Knowledge Skills Abilities:
Extensive knowledge in performing clerical or administrative support work.
Skilled with utilizing general office equipment and adhering to general office practices
Intermediate skill level in utilizing common Microsoft Office programs, software applications, and/or web-based databases.
Skill in establishing and maintaining effective working relationships .
Ability to work independently, self-start, organize and prioritize assignments to meet established deadlines.
Ability to communicate effectively, both verbally and in writing; interpret and understand program/policy manuals.
Ability to prepare professional documents, reports, and spreadsheets.



Registration or Licensure Requirements:
Must possess valid Texas drivers license or obtain it no later than 90 days after hire date. Applicants with an out-of-state drivers license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.


Initial Selection Criteria:
A high school diploma or GED.
A valid Texas Drivers License.
Willingness to work days other than Monday through Friday, 8am to 5pm, as needed.
Three years paid work experience providing clerical and/or administrative support, preferred.
Three years paid work experience drafting professional documents, reports, e-mails, or presentations utilizing Word, Excel, Outlook, Power Point and/or, Adobe calendaring/scheduling events, trainings, and meetings, preferred.


Additional Information:
Salary Note: The salary offered will follow HHS starting salary guidelines which are typically made at or near the minimum of the salary range.

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS OIG List of Excluded Individuals/Entities. Males between the ages of 18 25 must be registered with the Selective Service.

All State Supported Living Center employees are subject to Random drug testing.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.

MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditors Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.


I-9 Form - Click here to download the I-9 form.


In compliance with the Americans with Disabilities Act (ADA), HHS 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.

Keywords: Health & Human Services Comm, San Angelo , Administrative Asst I, Other , Carlsbad, Texas

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