Administrative Asst I/Incident Management

Administrative Asst I
Under the general supervision of the ICF/IID Incident Management Coordinator, this position performs general and specialized clerical and typing tasks (as identified in essential functions) for the ICF/IID Incident Management Department. Work involves the use of computer programs, communication with staff, vendors and other agencies. Work is performed independently, under general supervision, according to the policies and procedures of the facility and agency. Will be required to answer phone calls, research and update logs regarding staff reassignment or modified reassignments, send emails and contact various department leads or interdisciplinary teams to update them on new and historical allegations, update ANE logs (data entry), scribe for the daily Incident Management Review Team meetings (IMRT), submit Purchase Request Forms (PRF) and work orders for the department, label and file all UIR investigations, and various other day-to-day activities. Will be required to complete other duties as assigned, based on the needs of the department.

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 an/or overtime in accordance with agency leave policy and performs other duties as assigned.
Performs routine secretarial/clerical duties such as answering telephone calls, filing and distributing correspondence, typing documents, reports, filing, and special assignments.
Maintains and organizes workstations and other pertinent storage areas. Takes inventory of supplies and submits requisition orders as needed to maintain proper supply levels.
Operates typical office equipment and checks to ensure equipment is properly working. Contacts vendors for service calls as needed.
Coordinates travel arrangements for the Incident Management Department Schedules Off Campus Trainings for Investigators.
Maintains records, files and/or logs including filing, retrieving, and/or purging according to state and local policies
Coordinates/tracks investigation recommendations assignments/activities and ensures responses to action are documented and filed in the case files Daily data entry into local and state databases.
Communicates effectively with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
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 office practices, arithmetic and filing systems.
Knowledge of computer programs such as Microsoft Office (Excel, Word, PowerPoint, etc...).
Skill in planning, organizing and prioritizing work tasks.
Skill in using office equipment including computers.
Ability to maintain records, prepare routine documents and reports, proofread documents, and able to multitask.
Ability to understand and follow oral and written instructions.
Ability to communicate effectively both in orally and written.
Ability to maintain composure in a fast-paced environment and use pleasant telephone and communication mannerisms.
Ability to type at least 45 words a minute minimum

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Minimum one (1) year experience in clerical work (knowledge of office practices and filing systems and knowledge of Microsoft Office programs).
High School Diploma/GED
Experience taking meeting minutes

Additional Information:
Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/ Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct, and HHS OIG list of Excluded Individuals/Entities. 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 CAPPS 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.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

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. 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