Administrative Asst Ii Jobs

Are you ready to be professionally challenged? Are you looking to be part of a dynamic team of engaged and committed professional? Then the Health and Specialty Care System (HSCS) may be just the place for you! The State Hospital System, under the HSCS is comprised of nine psychiatric hospitals located throughout the state and one youth residential psychiatric center in Waco. The HSCS 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 teat is recovery-oriented and evidence-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan. Apply now to join our team.
The Administrative Assistant II works Monday to Friday, 8:00 AM to 5:00 PM.
The Administrative Assistant II performs complex clerical work in areas such as bookkeeping, inventory control, statistics, employment, time recording, purchasing, mail processing, data entry, physician/clinical support, dictation, notary services, and other duties as assigned, appropriate to work in the department or program.
Work involves handling correspondences and documents, maintaining filing and data systems, and general administrative support duties. Will use knowledge of the administration position to assist training others as needed. Works under general supervision, with moderate latitude for the use of initiative and independent judgement.
Performs other duties as assigned, including but are not limited to actively participating and/or serving in a support role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. The position or job tasks may require an alternate shift pattern assignment and/or location, as needs of the hospital require.
Essential Job Functions
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs duties as assigned.
Produces, reviews, and proofs correspondence, reports, purchase orders, summaries, manuals, vouchers, records, and other related forms.
Complies, organizes, and tabulates data, performs calculations, and prepares reports, charts, and tables.
Receives, stamps, and delivers mail; receptionist; maintains office equipment; retrieves PIAs as needed; types letters/reports for Physicians/Clinical staff as needed. Performs routine clerical duties as assigned/needed.
Serves as Notary Public for the Program, notarizing all pertinent documents.
Maintain Defensive Driving Course and ability to drive a State vehicle.
Maintain adequate supplies for the unit. Prepare emergency orders for supplies as needed. Adequately and appropriately record and process all credit card purchases. Periodically requires going off campus for purchases.
Observation of Emergency Drills/Disaster Drills for any needed follow up issues.
Employee 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.
Prepares and submits work orders as needed/requested; Follows up on work order status; Provides clear communication between the unit and maintenance department.
Monitors time daily for all staff. Coordinate Paperwork for FMLA, Sick Leave Pool, Extended Sick Leave, Special Leave, Comp Time, etc. Also tracks employees when off unit. Prepares and post sign-in sheet for all staff except the nursing department. Send an email to remind all employees to certify their time in CAPPS. Oversight of time being entered in a timely and accurate manner.
Completes all bookkeeping processes for program purchases and is responsible for making all procurement card purchases for program as needed.
Prepares unit daily program report. Prepares and maintains the daily census information of patient movement and tracks data, such as length of stay information, for annual program analysis.
Communicates and distributes all necessary information regarding patient admissions, discharges, and transfers. Ensures communication in the area of admission and discharge to appropriate departments (security, Director, nursing, social services, psychiatry etc.).
Serves as a receptionist for the Program administrative office, answers and directs all telephone calls as needed. Communicates messages in a timely and accurate manner. Greets visitors to the program and model’s professional behavior.
Types sensitive documents maintaining strict confidentiality and routes copies to appropriate parties.
Point System Data Coordinator. Enter client point sheets into SLSS database and evaluate for accuracy daily. Maintain and print patient point sheets daily.
Knowledge Skills Abilities
Knowledge of office procedures and basic clerical duties.
Ability to organize information both orally and in writing.
Ability to construct and/or utilize and/or evaluation various databases effectively.
Ability to communicate articulately and tactfully orally and in writing.
Ability to prioritize and manage tasks independently.
Ability to effectively use automated office systems, equipment and basic computer software.
Ability to work computer programs.
Registration Or Licensure Requirements
N/A
Initial Selection Criteria
High School Diploma or GED, required.
At least one (1) year of continuous clerical experience, required.
Acceptable written communication, as evidenced by application, required.
Additional Information
Requisition Number 567668
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 salary offered will follow HHS starting salary guidelines which are typically made at or near the posted minimum of the salary range.
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: 42A, YN, 0111, 3A1X1. 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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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.