Administrative Asst IV

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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 each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

Administrative Assistant IV position will answer to the office of the Superintendent and performs moderately complex administrative support and/or technical program assistance work for the Superintendent Suite. May train a staff of administrative support and/or technical program staff engaged in various activities pertinent to the planning and execution of a program or administrative projects. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Manages and coordinates the functions/operations of the Superintendent Suite which includes but is not limited to: Triage and directs calls and correspondence, provides assistance and information to stakeholders (patients, families, hospital personnel, central office staff, members of the community, etc.).

Ensures closure/completion on requests made, provides important information to the Superintendent and forwards urgent information in a timely manner in order to keep Superintendent fully informed and current regarding needed responses.

May facilitate the work of the Quality Improvement Council (QIC) which serves as the executive council for North Texas State Hospital.

Schedules meetings, records minutes, prepares agendas, tracks agenda items for completion and follow-up, serves as a contact for council members and attends council meetings in order to ensure well organized and productive committee meetings.

Oversees correspondence for the Superintendent’s office. Surveys all incoming mail, prioritizes and distributes appropriately. Executes correspondence as requested, transcribes dictation, and ensures mail is disseminated quickly and accurately to ensure a smooth information flow.

Distributes Departmental Operating Procedures and provides assistance to employees and others as necessary regarding information on rules or facility policies and procedures to ensure hospital-wide access to information.

Develops, coordinates and maintains files consistent with a unitary filing system in order to ensure accessibility of documents.

Serves as a resource when needed to help facilitate Governing Body meetings as well as Joint Commission and Medicare surveys.

Provides technical assistance to central office personnel when on campus to provide all necessary assistance to these entities.

Coordinates the work of special project teams as directed by the Superintendent (i.e., Clerical Parity Workgroup, etc.) in order to provide assistance to the Superintendent.

Willingly takes on additional projects and workload as assigned by the Superintendent in order to help to ensure to ensure customer-focused operation of the organization.

Provides basic clerical support as needed for support of hospital sponsored initiatives.

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.

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 Policies & Procedures relevant to NTSH hospital administration and management to include those at state, agency and hospital levels.

Above average ability to organize and coordinate multi tasks concurrently.

Proven & exceptional skill in communicating effectively both in writing and orally

Skill in dealing with the public in a courteous and professional manner, even in stressful and demanding situations.

Ability to prioritize and manage tasks independently

Ability within the parameters of law to maintain strict confidentiality.

Ability to prepare & type written documentation in near flawless order the first time.

Ability to effectively use automated office systems and equipment.

Ability and willingness to adjust personal schedule to accommodate needs of the office, such as coming in early and/or staying late to prepare documents by deadline.

Ability to project a professional image and demeanor consistent with the role and responsibilities of the Superintendent’s office.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Graduation from senior high school or equivalent.

5 years experience in the use of automated office systems, this should include use of Microsoft Office, Excel & various other data bases.

Experience handling multiple high-priority tasks at the same time.

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