What are the responsibilities and job description for the Administrative Assistant II, Inspections Unit, Environmental Section position at Texas Health and Human Services Commission?
DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.
Employee Benefits:
DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.
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Functional Title: Administrative Assistant II, Inspections Unit, Environmental Section
Agency: Dept of State Health Services
Department: Environmental
Posting Number: 2767
Posting Audience: Internal and External
Salary Group: TEXAS-A-11
Shift: Day
Additional Shift: Days (First)
Telework: Full-Time
Travel: Up to 5%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 1100 W 49TH ST (RDM)
Other Locations: Austin
MOS Codes:
0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN
YN,YNS
MOS Codes: 2599, 0111,71B, 42L,360,3F551
MOS Codes: 2599, 0111,71B, 42L,360,3F551
Administrative Assistant II Job Description Position #00010600 - Original
Job/Position Description
Administrative Assistant II provides administrative assistance to the Inspections Unit, Environmental Section, Consumer Protection Division, with moderate supervision and latitude for independent judgment. Serves as lead Administrative Assistant for the Unit. Coordinates and directly performs duties including, but not limited to, reviewing/auditing and checking travel, training and registration documents; answering phone calls; reserving conference rooms; scheduling meetings; tracking inspection activities; filing reports and correspondences; assisting with public information requests, processing purchase requisitions, assisting with policy research, participating in emergency response activities during exercises and in declared emergencies; and providing general assistance to customers of the Unit. Serves as the first line response to the public for verbal and written inquiries, answering questions, sending information, and directing the request to an appropriate person or place. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.
Essential Job Functions
30.00% Assists the Inspections Unit and Environmental Section with public information requests under the Open Records Act. Researches and produces documents as requested under the Texas Public Information Act within the assigned time frame. Files reports and correspondences for the Unit. Establishes and maintains a filing system such that files can be retrieved in a timely manner.
30.00% Reviews and audits travel requests received from regional inspectors and other staff and ensures that they meet DSHS guidelines. Audits incoming travel vouchers submitted through the Travel Reimbursement System (TRS). Provides feedback to the inspectors after reviewing their travel documents. Reviews training and class registration documents for all inspectors in the Unit.
20.00% Prepares Purchase Requisition Forms and Supply Orders for the Unit Director’s approval. Compiles and forwards office supplies needed by staff in the Branches and ensures that supplies are sorted, packaged upon arrival, and shipped by approved shipping company.
10.00% Provide phone assistance to the Inspections Unit and the Environmental Section. Answers the Environmental Section phone line and routes calls to the appropriate program and person. Processes surplus forms for broken equipment. Set up conference room reservations.
10.00% This position performs other duties as assigned, including but not limited to providing support to the Asbestos/Lead Notification Branch in scanning documents, searching for hard copies notifications, responding to questions from customers who want assistance with regulatory compliance issues. 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.
Registration. Licensure or Certifications
None
Knowledge Skills and Abilities
Knowledge of office practices and administrative procedures. Knowledge of grammar, punctuation and spelling and document formatting.
Knowledge of word processing procedures and software packages. Knowledge of data entry and data retrieval from a computerized database.
Knowledge of manual file maintenance and procedures.
Skill in both written and oral communication.
Skill in word processing using Microsoft Word for windows and Outlook.
Skill in the operation of standard office equipment.
Ability to perform basic math principles.
Ability work independently with minimal supervision.
Ability to explain policies, regulations, and instructions.
Ability to establish and maintain effective working relationships with employees, management, and the public.
Ability to provide courteous and diplomatic customer service.
Ability to prioritize work, manage time effectively, and meet deadlines. Ability to gather data and track status of projects.
Initial Screening Criteria
Experience performing clerical and administrative support duties. Experience in processing open records requests. Experience using word-processing and spreadsheet software applications, such as Microsoft Word, Outlook, and Excel or related software. Experience in proofing and editing documents. Experience performing data entry and producing reports using database software. Experience maintaining confidential files and records. Experience processing travel requests, travel vouchers, and purchase requests. Experience in working with people. Experience in handling multiple projects and meeting deadlines. Experience in communicating effectively both orally and in writing. Experience answering office calls and scheduling travel.
Additional Information
The posted salary range is the full range for this position. Agency salary policy, budget, and candidate’s qualifications will dictate the final salary offer. Typically, salary offers are at the midpoint of the range, depending on qualifications or other factors unless the selected applicant is internal in which case a 7% increase may be applied for a promotion or a 3.4% increase may be applied when the selected applicant is in the same salary group but different class title and job code.
This position is eligible for telework. DSHS will provide computer, related equipment, and basic office supplies. Employee must provide office furniture and high-speed internet.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
Active Duty, Military, Reservists, Guardsmen, and Veterans:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.
ADA Accommodations:
In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.
Salary Information, Pre-employment Checks, and Work Eligibility:
- The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
- Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
- DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form
Nearest Major Market: Austin
Salary : $2,964 - $3,946
