Administrative Asst II
Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence.
The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers
The state of Texas offers many benefits to employees. HHSC is a qualifying organization for the Federal Public Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making 120 qualifying monthly payments. We also offer excellent health benefits, a lifetime monthly retirement annuityas well as 401(k) and 457 Programs under the Employees Retirement System of Texas.
Administrative Assistant II Performs routine administrative support or technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.
Report directly to the Residential Program Supervisor. Attend work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Make decisions in accordance with facility and division policies and procedures as they apply to work problems. Generate (MIMS) Major Inventory Management System orders for the Unit. Utilize CAFM 10 to submit work orders for the Unit.
Receives supplies, equipment, or materials for the individual’s and the unit workstations; check for quantity and quality and makes arrangements for repairs and services as needed for the unit.

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.
Prepares or assures preparation of appropriate summaries or minutes of each meeting as necessary to document the decisions and recommendations.
Prepares and disseminates information concerning agency programs and services.
Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
Maintains filing and record-keeping systems.
Performs general office duties such as ordering supplies, performing basic bookkeeping work, and assisting with general human resources work.
Responds to inquiries and interprets rules, regulations, policies, and procedures.
Assists in planning and execution of department meetings, conferences, and seminars.
Assists in compiling and entering data for charts, graphs, databases, summaries, or reports.
Assists in the development of administrative or technical assistance policies and procedures.
May provide assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff.
Operate a multi-line phone. Answer incoming calls with a calm, helpful and respectful tone.
Must have the ability to meet and deal effectively with the public.
May assist in researching, composing, designing, or editing agency publications.
May assist in scheduling interviews.
Performs related work as assigned.
Other duties as assigned include but are not limited to 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.

Knowledge Skills Abilities:
Knowledge of computers, Microsoft office suite (Word, Excel, and Outlook) and the ability to be trained on other needed databases.
Good verbal and written skills and to communicate effectively.
Ability to work as a team and independently to schedule and manage time and the ability to follow through to task completion.
Ability to follow through to task completion.
Ability to organize both routine and complex tasks, set priorities, and seek additional guidance from supervisor when needed.
Ability to establish and maintain effective work relations and display tact in difficult and stressful situations.
Ability to accept and work with system changes.
Knowledge of office practices and administrative procedures and the ability to implement administrative procedures.
Skill in the use of standard office equipment and software.
Ability to interpret rules, regulations, policies, and procedures.
Ability to work harmoniously and professionally with staff at all levels.
Familiarize ones self with emergency procedures and be able to assist in an emergency situation.
Must have the ability to react calmly and quickly in emergency situations.

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Graduation from a standard senior high school or equivalent is generally preferred. (Experience and education may be substituted for one another).
Good work reference.
Stable work History.
Require (2) Two years experience in comparable duties to an Administrative Assistant.
Work experience involving persons with intellectual or physical disabilities preferred.

Additional Information:
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.
COVID-19 Precaution(s):
Personal protective equipment required and provided
Temperature screenings
Social distancing guidelines in place
Sanitizing, disinfecting, or cleaning procedures in place
Vaccines available for employees