Administrative Asst Ii Jobs

Administrative Asst II
Provides responsible complex technical assistance and public health technician duties. Assists the Director of Community Health Services, CD Manager and Supervisor and key Public Health Nursing staff as needed. Frequently assumes responsibility for various program activities. Maintains contact with Public Health Nursing field staff for problem solving and keeping supervisor informed of any issues. Provides assistance and support to the region with incoming mail and switchboard duties. Assists with clinic medial supply ordering and plan delivery to clinic. Work is performed under supervision of Program Supervisor and is subject to periodic review. Confidentiality is of the utmost importance.
Essential Job Functions
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
30% - Perform routine program and public health work. Assists with technical data, prepares reports and statistical data, correspondence and documentation of Regional Quality Assurance activities and program activities. Maintains current program policy and procedure manuals according to program policy and procedures. Assists in planning workshops, in-service training, and conferences with key Health Service Region 7 Public Health Nursing staff. Provides verbal and written interpretation of administrative and agency policies and procedures concerning Department of State Health Services, Health Service Region Seven and Public Health Nursing.
20% - Tracks travel budget for eTravel electronic travel voucher system. Tracks use of various programs travel funds utilizing a spreadsheet and reports to supervisor and manager. Assists staff with travel questions including DART card requests, rental car, requests for increased lodging, etc. Enters requistion for payment in HHSAS for conference staff events. Assists staff license renewal reimbursement paperwork and forwards to regional FISCAL staff.
20% - Places orders for clinic and office supplies as needed via Cost Pool or by HHSAS requisition according to current regional requirements. Acts as backup requestor for another program area. Tracks funding associated with purchases and work with regional FISCAL staff on funding sources. Assists in the maintenace of the inventory of clinic and pharmacy/medications and reports to supervisor. Uses PIOS to inventory and request medications from DSHS pharmacy system monthly. Fills clinic and provider supply requests from inventory and work out means of delivery as needed. Assists with PIOS questions and is one of the contact persons for Pharmacy Manual review and paperwork required for documenting medication movement and expired meds. Monitors and replaces clinic and office AED ad emergency kits supplies inventory levels, expiration dates and recalls.
20% - Supports field staff in clerical staff absence to assist public health nurse in clinic functions providing clinic services. Performs regional and clinic administrative support activities. Assist with problem solving clinic issues. Assist with Title V research of evidence based education activities for annual reporting for Title V regional activities. Work with Title V community outreach, attend coalition meetings and maintain hallway display board with current activities.
5% - Provides technical support work for Vision and Hearing Screening Program. Serves as point of contact for Vision & Hearing Screening Program. Assists with loaning audiometers and vision screening kits to organizations such as schools and daycares. Assists Vision & Hearing Coordinator in assembling training information and setting up for training classes. Tracks location of audiometric equipment and calibration dates. Supports nursing staff with Scoliosis equipment, supplies, and training needs.
5% - 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 Abilities
Knowledge of various types of office equipment and the use of that equipment.
Knowledge of office management and accounting principles.
Knowledge of state health programs and services.
Knowledge of public health clinic functions and operations.
Skilled and proficient in use of computer software and programs.
Skilled in basic office equipment use.
Skilled in inventory management.
Ability to communicate effectively, either verbally or in writing.
Ability to use computers, printers, and various types of Microsoft Office software.
Ability to clearly understand, interpret, and adhere to policies and procedures of the Department of State Health Services.
Ability to establish and maintain a positive working relationship with supervisor, peers, central office, local health departments, vendors and the public.
Ability to meet the public, answer questions on clinic activities to establish favorable rapport with persons from diverse backgrounds.
Ability to protect confidential medical and personnel information.
Ability to compile nursing statistical data and update policy manuals using various computer software.
Registration Or Licensure Requirements
Graduation from a standard senior high school or equivalent is preferred and at least two years of relevant work experience.
Must possess a Class C Texas driver's license or equivalent license from another state.
Initial Selection Criteria
High School diploma or GED.
Experience in standard office procedures, equipment, and Microsoft Office.
Additional Information
Resumes will not be accepted in lieu of an application. Applicants must provide information relevant to the required experience for this position in the Special Training/Skills/Qualifications or Employment History sections of the application.
DSHS is a Tobacco-free workplace. Employee must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, employee must possess a current valid Texas driver's license for the appropriate type of vehicle. Employees/applicants are responsible for providing a copy of their driver’s license prior to beginning employment. May be required to work a flextime schedule, which would include weekends and holidays and to travel on short notice. Compliance with DSHS Immunization Policy required: serologic evidence of immunity to, or documented evidence of vaccination against, measles, mumps, rubella, varicella (chickenpox), Tdap, annual vaccination against influenza (and hepatitis B if applicable).
MOS Code
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. 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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