Administrative Asst Ii - (Vic)

Are you a highly-motivated, compassionate and dedicated individual looking for a rewarding career assisting the most vulnerable citizens of Texas in need of food, medical care, cash assistance and other social services?
If so, the Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) division is looking for individuals who want to join an exciting, dynamic team working in a high-performing and innovative environment. AES provides an integrated and streamlined approach to connect individuals to services and supports that: reduce institutionalization, allow individuals to remain in their communities, and promote economic and personal self-sufficiency. AES is built upon its’ core values of respect, ownership, collaboration, and integrity with a goal of delivering best-in-class customer service to clients and stakeholders.
Our staff are well organized, able to multi-task, possess the ability to learn policy regulations, able to thrive in a challenging, fast-paced and evolving environment, have good communication skills, a positive attitude, strong work-ethic and a desire to help others. If you also possess these skills, then we are looking for you. We want you to join our team!
Provides secretarial support to an Eligibility Operations Program Manager. Maintains confidential files and tracks assignments including reports, inquiries, monitoring office activities and multitasking. This includes reviewing and disseminating information concerning agency programs and services, routine or special correspondence, reports, studies, forms, or documents. Produces essential documents using Word, Excel, and or other software and evaluate the accuracy of correspondence and reports produced by managers and staff members. Provides assistance to others regarding operation of office automation equipment and use of automated systems utilized by unit staff members. Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions. Arranges travel arrangements for managers and staff members. Responsible for developing, coordinating, and maintaining an extensive record keeping or filing system relating to the multiple projects within the unit ensuring compliance with all record retention schedules. Assist in planning and coordinating meetings or conferences with state and other federal groups. Job requires detailed oriented individuals with ability to apply complex policies and procedures.
Essential Job Functions
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Opens, dates, sorts, or distributes mail (for example, incoming/outgoing mail, reports, documents, printouts). Prepares and proofreads correspondence, forms, or other documents (for example, letters, memos, travel or purchase vouchers, job announcements) using a personal computer or typewriter.
Communicates on an intermediate level with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
Provides intermediate level technical assistance to others (for example, staff, contractors, volunteers, administrators, facility owners) on policies, procedures, rules, regulations, standards, or requirements.
Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions. Arranges travel for staff (for example, hotel, transportation). Maintains calendar for assigned staff or area. Maintains records, files, or logs (for example, administrative, personnel, contract, correspondence, forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.
Prepares moderately complex ongoing or special narrative or statistical reports. Schedules meetings, training sessions, or tests by contacting staff and scheduling dates, times, or facilities.
Must be able to work occasional overtime, as required by management, outside of normal hours of operation, which may include weekends when called upon. Must be able to work in a highly stressful and fast-paced environment, under constant pressure to meet required deadlines.
Knowledge Skills Abilities
Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software.
Ability to communicate orally and in writing.
Ability to implement administrative procedures.
Ability to interpret rules, regulations, policies and procedures
Registration Or Licensure Requirements
N/A
Initial Selection Criteria

• High School Diploma or GED equivalent required.
• Experience as a Clerk or Administrative Assistant in an office setting is required.
• Experience using Excel, Word, Outlook and PowerPoint is required.
• Work experience that includes performing duties such as filing, answering phone calls, taking messages, working for a unit or team of directors, scheduling appointments, coordinating travel, etc. is required
• Experience using a personal computer for inquiry and data entry is required.
• Experience working in a professional customer service environment is required.
• Thirty hours credit from an accredited college or university preferred.
• Experience searching records to identify and retrieve information is required.
• Two (2) years relevant work experience in eligibility programs (such as Food Stamps or cash assistance), medical eligibility, or similar entitlement programs is preferred.
• TIERS experience preferred.
• Bilingual (English/Spanish) skills preferred.
• Experience as a Clerk or Administrative Assistant in the Office of Eligibility Services is preferred.
• Experience preparing and proofreading documents is required.

Additional Information
Req 571291
Number of positions to be filled: 1 PN 48562. This position can be housed at the Region 08 VIC Headquarters located at 11711 IH 35 N, Suite 150, San Antonio, TX 78233.
Access & Eligibility Services Field Offices normal hours of operation are from Monday-Friday 8:00 am - 5:00 pm. Employees may be required to work occasional overtime, as required by management, outside of normal hours of operation, which may include weekends.
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud overpayment with an outstanding balance must agree to repay the overpayment balance as a condition of employment.
MOS Code
Military Occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include 42A, YN, 0111, and 341X1. 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.