Administrative Asst Ii Jobs

Under the direct supervision of Program Supervisor and overall direction of the Program Manager of Specialized Health and Social Services (SHSS), performs routine (journey level) administrative support for program staff. Assists with the development and maintenance of budget spreadsheets and analysis. Performs steps of budget processes, spreadsheets and staff projections. Assist with reconciliation of program accounts, submit budget requisitions and maintain a budget ledger. Performs all areas of office functions. Assist with the retention processes of client files. Enters and retrieves information from information systems and prepares routine and special reports including monthly reports, travel/mileage reports and submits reports by time deadlines. Assists program administrators with program needs such as customer service, eligibility functions, health fairs, program surveys and answers phone systems. Assists in ordering and maintaining office supplies. Responds to inquiries and other budget related services. Assists SHSS staff with preparing for presentations and material as needed. Works under moderate supervision, with limited latitude for the use of initiative and independent judgement. Works collaboratively with public health staff in the event of a regional or state disaster. Maintains confidentiality.
Essential Job Functions
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
I. EJF: (30%) Program Support
Description: Maintain TWICES reports for PCS clients. Generate and send 90-day letters to clients. Handles incoming referrals and creates client charts for new PCS and CFC cases. Assigns PCS and CFS cases to managers and documents on case log. Maintains PCS and CFC case log on specific database. Assist staff with preparing for conferences, health fairs, and keeping inventory of marketing materials. Provide program support for Program service projects.
II. EJF: (25%) Office Support
Description: Receives incoming calls. Responds to inquiries for program information. Serves as back up to program switchboard. Greets and receives requests from walk-ins regarding program information. Collect mail and disperse appropriately, maintain paper in office printers, check on faxes and date stamp all incoming mail and faxes. All tasks are performed expeditiously, with courtesy and with a professional appearance and demeanor. Rotation for mail distribution.
III. EJF: (20%) Budget
Assists with the preparation and maintenance, edits and enters Excel Budget Sheet on a weekly basis. Utilizes Microsoft Word to create timely and accurate correspondence, labels, graphs, statistical reports, presentations, purchase orders, spreadsheets, tables and other documents. Maintains and retrieves statistical data for program use. Utilizes Excel database for all budget transactions and provides back up to the program budget personnel. Assists with transcribing minutes for program meetings and other assigned activities. Works with Program Budget Analyst personnel on maintaining accurate budget entries and generating requisitions when requested. Keeps track of budget spreadsheets and expenditures. Prepares budget requisitions accurately and in a timely manner.
IV. EJF: (20%) Travel
Description: Assists with travel activities and reminders and making travel arrangements. Submit and record all travel reimbursements, TR forms for staff and other travel arrangements. Train and assist incoming administrative staff with travel reimbursements.
V. EJF: (5%) Adherence to policy & Other Duties as assigned
Description: Other Duties as assigned include programmatic processes for upcoming events and conferences. Complete program tasks as needed. Maintains an acceptable driving record, a valid class C Texas driver's license, and professional license. Maintains working knowledge of Human Resources, Information Technology, Administrative Policy and Program Policy. Completes all Public Health Emergency Response, COOP, and other state mandated trainings. 24/7 coverage to be provided as needed. Performs emergency response duties when necessary. Reports time, labor and travel information in a timely manner.
Knowledge Skills Abilities
Knowledge of office practices and administrative procedures
Knowledge of Microsoft Office Suite, which include, Word, Excel and PowerPoint
Skill in use of electronic data and word processing equipment as well as software, including Windows, Excel, internet, email, etc.
Skill in typing, filing, planning, organizing, data collection, and reporting
Skill in communication with colleagues, community stakeholders & clients
Ability to learn, interpret and apply complex and frequently changing program rules, policies and procedures
Ability to interpret and disseminate information to medical providers, other agencies and the public
Ability to provide technical assistance and quality assurance
Ability to set up booths at health fairs, and conferences
Ability communicate effectively verbally, orally (including public speaking) and in writing
Ability to establish and maintain effective working relationships with supervisor and co-workers
Ability to interact with the public in a professional manner
Ability to work effectively with external and internal customers
Ability to analyze and solve work related issues and make sound decisions
Ability to travel
Registration Or Licensure Requirements
Must possess a valid Class C Texas driver’s license, or equivalent license from another state.
Initial Selection Criteria
Experience in Administrative Support- 2 year preferred
Experience and knowledge of Office practices and procedures. – 2 years preferred.
Experience With Customer Service. – 2 Years Preferred.
Experience in use of computers and related office equipment, including the use of Office Suite, spreadsheets, databases and with strong emphasis on Excel software. –3 years required
Excellent written communications as observed by detail and completeness of information provided on the state application
Additional Information
IMPORTANT, PLEASE READ THE FOLLOWING INFORMATION PRIOR TO SUBMITTING AN APPLICATION FOR THIS POSITION:
Information on the application must clearly state how the applicant meets initial selection criteria in the Summary of Experience section to be interviewed. Resumes will not be accepted in lieu of an application.
Applicants must provide information relevant to the required experience for this position. Answer all questions and completely summarize your experience including technical and managerial responsibilities and any special training, skills and qualifications for each position you have held in the employment history section of application.
All fields on the application must be filled-in completely. This includes, but is not limited to, previous salary, previous supervisor, and reason for leaving previous position.
Applicants selected for an interview will be required to complete an in-basket exercise.
Agency salary policy, budget and candidate’s qualifications will dictate final salary offer.
MOS Code
42A, YN, 0111, 3A1X1
Note: 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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