Administrative Assistant II

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

**THIS POSITION IS FOR CURRENT RUSK STATE HOSPITAL EMPLOYEES ONLY**

Brief Job Description:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

The Unit Administrative Assistant II performs routine (journey level) administrative support work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work, including but not limited to, typing general correspondence for professional scheduling, attending and preparing minutes for the unit meetings, case conferences, and dangerous review board meetings. Prepare daily census and vacancy reports, initiate assignment sheets on patient admit or transfer. Completes all travel request and vouchers for the unit. Compiles completed records and maintains records of the unit's mandatory training along with the training rosters. Orders supplies and ensures they are organized. Other duties may require coverage of Unit Clerk I, II, III, Adm. Asst. I duties, assisting unit director in preparing reports. The Administrative Assistant II types correspondence, reports and minutes using Microsoft Office software, completes weekly and monthly reports and audits. Works under the moderate supervision of the Unit Administrative Assistant III, with limited latitude for the use of initiative and independent judgment. The Administrative Assistant II has no financial responsibility but is accountable for assigned property. Must understand that duties, location of job assignment, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. They will maintain a level of care for all patients. Must understand that duties may include exposure to blood or other potentially infectious materials. Supports the mission and vision of the facility. Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Performs 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 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.

This position may also be eligible to earn additional pay for work performed on maximum security locations.

Essential Job Functions (EJFs):

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.

Audits, files and thins medical record documents and prompts completion of documentation tasks to ensure compliance with policy

Tracks unit tasks to ensure the task is completed according to policy or supervisor instruction.

Complete and distribute patient transfer, census and vacancy reports daily. Assign staff to assignments of assessments due on newly admitted patients

Completes, types, reviews and submit report. Coordinates unit meetings and takes minutes.

Ensures unit has and can access necessary supplies.

Initiates work orders for necessary repairs/renovation of assigned buildings; submits work orders for issuance of keys to unit staff, submits work orders to coordinated office moves as requested to maintain a safe and efficient work environment.

Provides general clerical support to unit.

Serves as back up to the Administrative Assistant III.

Performs 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 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 and Abilities (KSAs):

Knowledge of office practices and administrative procedures.

Ability to communicate effectively and to train others.

Ability to implement administrative procedures; to interpret rules, regulations, policies and procedures.

Ability to be trained on and conduct Treatment Intervention and Protection Strategies (TIPS).

Skills to operate a computer and utilize software such as Outlook, Microsoft Office Word and Excel.

Skills to set priorities and goals for accomplishing workload within limited timeframe.

Skills to perform tasks with a high degree of accuracy and pay close attention to detail.

Skills in verbal communication with general public and team members.

Ability to analyze and solve basic work problems, and to obtain and sustain the cooperation of others.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Graduation from a standard senior high school or equivalent OR

Minimum of two (2) years’ full time experience in a clerical or administrative role / relevant work experience utilizing computers with Microsoft Office Software, including Word, Outlook and Excel.

Experience with medical records is preferred.

Additional Information:

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

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.

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

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. Vaccines may be provided. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.