Clerk II AFP

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.

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 Clerk II is responsible for routine clerical duties. This individual performs entry-level clerical / secretarial work. Work involves typing letters, memoranda, answering the telephone and taking messages, keeping records of appointments for patients served, maintaining routine files and logs, and assembling and organizing materials used by nursing and/or the doctor in completing work assignments. Works under the close supervision of the Administrative Assistant II with minimal latitude for the use of initiative and independent judgment. Direct supervision is provided by the Administrative Assistant II with general supervision by the Program Director and Nurse Manager. The Clerk II does not have supervisory responsibilities. The Clerk II will adopt the Hospital and Program Mission Statements and actively encourage provision of services aimed at accomplishing the mission. The Clerk II will work closely with the Nurse Manager organizing, filing, and documenting.

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 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.

Performs routine, entry-level clerical work, which involves compiling and tabulating data, typing and/or reviewing Word documents for accuracy, and maintaining files of all types, and generating and maintain admission and discharge packets.

Maintains existing Excel files. Produces and proofs correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and other related forms.

Reviews existing Policy and Procedure for the purpose of answering inquiries and/or assisting unit staff with related paperwork.

Assists unit staff with filling out a variety of Agency documentation and forms.

Assists clinical departments in mailing public information packets.

Posts information to the agency records and modifies forms or records.

Assembles, organizes, and tabulate data and preform calculations.

Prepares charts, graphs, and tables in all Microsoft Office products. Files and maintains supplies, forms, records, and reports.

Performs basic inventory tasks. May schedule and monitor unit repairs or services under the supervision of the Administrative Assistant II.

Answers the phone and transfer calls or take and distribute accurate messages and maintains unit calendar.

Acts as unit liaison to the departments of maintenance, warehouse, and property; initiates service orders as requested.

Orders supplies through the MIMS program. Serves as back up in the absence of the Administrative Assistant II and other clerical staff. Enters work orders in the CAFM program. Notary Public, updating the patient list, sending the Unit Daily Reports, and the 24-hour report.

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 and experience in using office systems such as Microsoft Office, Excel, Word, Power Point and Outlook.

Knowledge of compiling data, and checking documents for accuracy.

Ability to prepare and maintain records, files and reports.

Ability to meet deadlines and handle multiple complex tasks with minimal supervision.

Ability to communicate effectively with department personnel, affiliates, HHSC personnel and the public both verbally and in writing.

Ability to establish and maintain successful working relationships with others.

Ability to work discretely and maintain confidentiality when dealing with sensitive issues.

Ability to perform CPR, Heimlich Maneuver, First Aide and TIPS.

Registrations, Licensure Requirements or Certifications:

If requited to drive a vehicle, must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver 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 Screening Criteria:

Graduation from a standard senior high school or equivalent OR

At least two (2) years of clerical experience.

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