Administrative Asst I Jobs

Are you ready to be professionally challenged? Are you looking to be part of a dynamic team of engaged and committed professionals? Then the State Hospital System (SHS) may be just the place for you! The SHS is comprised of nine psychiatric hospitals located throughout the state, and one youth residential psychiatric center in Waco. The SHS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. The hospitals provide state-of-the-art treatment that is recovery-oriented and science-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan.
Performs entry-level administrative support or technical program assistance work. Serves as primary time collector for Adult Psychiatric Services East and back up time collector for Adult Psychiatric Services West. Work involves coordination and assistance to nursing managers and the nursing staff they supervise by reporting leave requests on weekly elapsed time, reporting overtime/compensatory time for accrual and payment purposes and researching and correcting all history of time and leave entries. Maintains communication with WSA office and acts as a liaison for employees and managers on time and leave issues. Identifies and reports process issues. Prepares and maintain sign in/out sheets and maintain files according to record retention schedule. Assists supervisors with the FMLA process and paperwork. Assists with paperwork and reports time for employee separations. Maintains employee folders containing all paperwork including HR0501's, FMLA paperwork, and any other documents for time verification purposes. Maintains files of call in logs according to retention schedule. Performs other duties as needed and assigned to support the work schedule administration/time and leave processes at the facility. Exercises vigilance in maintaining confidentiality files and reports. Work under close supervision with minimal latitude for the use of initiative and independent.
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 weekly time reports using form HR0501 and sign in/out sheets and submits to WSA office. Assists employees and supervisor with questions/issues related to time and leave. Prepares and maintains sign in sheets including those for alternate duty and assists with the OIG and DFPS requests a necessary. Assists with FMLA processes and paperwork. Assists with employee separations and preparing termination paperwork. Educates new hires on time collection processes. Attends monthly time collector meetings. May assist in the development of administrative procedures related to time & leave. Other duties as assigned, including but not limited to actively participating and/or serving in a supporting role to meet the agency 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 HHS and DSHS policies relating to time and leave.
Knowledge of office practices and administrative procedures.
Computer skills including proficient use of Microsoft Excel, Word and Outlook.
Skilled in the use of standard office equipment.
Ability to perform time and labor calculations.
Ability to compose correspondence.
Ability to interact effectively with a variety of hospital staff.
Ability to problem solve.
Ability to demonstrate customer service technique those for alternate duty and assists with the OIG and DFPS requests a necessary.
Assists with FMLA processes and paperwork.
Assists with employee separations and preparing termination paperwork.
Educates new hires on time collection processes
Registration Or Licensure Requirements
N/A
Initial Selection Criteria
Graduation from an accredited high school or GED. Demonstrated experience working with time and attendance. Proficient use of Microsoft, Excel, Word and outlook. Experience working with confidential records and knowledge of record retention policies.
Additional Information
Requisition #575676
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, and HHS OIG list of Excluded Individuals/Entities. 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.
SALARY NOTE: The posted salary range reflects the minimum and maximum allowable by state law. Any employment offer is contingent upon available budgeted funds.
According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with patients. 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.
MOS Code
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 68L, 65A, 65B, HM, 4C0X1. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
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HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA), HHS 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.