Administrative Assistant IV - Maintenance

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Brief Job Description:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

Performs complex (Senior-level) administrative support work for the Maintenance Department. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. Will provide guidance to others. Works under limited supervision, with extensive latitude for the use of initiative and independent judgment. 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 and/or overtime in accordance with agency leave policy.

Essential Job Functions (EJFs):

Performs complex administrative and support work, for both regular assignments and projects, for the Maintenance Department (e.g., drafting documents, forms, reports and correspondence).

Coordinates and maintains timekeeping, including leave schedules.

Assists the Program Supervisor in compiling data for purchasing requisitions, including familiarity with the CAPPS Financial System.

Maintains the record-keeping, approvals and filing of vendor invoices.

Communicates on an advanced level with internal and external customers to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.

Prepares and distributes mail, management reports, correspondence, forms, and other materials.

Coordinates with all departmental managers in handling office equipment, orders and inventory, and escalates hardware or software problems to IT.

Performs as a department level expert on office machines and equipment.

Responds to routine inquiries and has a thorough knowledge of the department and Austin State Hospital’s policies and procedures.

Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the department’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation including nuclear emergency response drills, exercises, and actual response to accidents. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

Knowledge of standard office practices, administrative procedures and use of standard office equipment and software.

Knowledge of and experience working with confidential personnel records and/or information.

Knowledge of record keeping and filing systems.

Knowledge of HIPAA, PHI and confidentiality requirements for patients and staff.

Skill in:

Skilled in the knowledge and skills of computer use and the written language including spelling, punctuation and business English.

Skilled in the use and operation of personal computers and Microsoft Office Suite (Word, Outlook, Excel, Access) with an intermediate knowledge of Microsoft Excel and Word

Ability to:

Ability to effectively answer inquiries or route to appropriate area for response.

Ability to communicate effectively using both oral and written communication with all levels of staff.

Ability to multi-task and work under pressure.

Registrations, Licensure Requirements or Certifications:

Must possess valid Texas driver’s license or obtain one no later than 90 days after hire date. Applicants with an out-of-state driver’s license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.

Initial Screening Criteria:

Graduation from a senior high school or equivalent.

Experience in performing senior-level administrative assistant duties and dealing with short deadlines.

Previous administrative experience for a large department is preferred.

Additional Information:

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, List of Excluded Individuals/Entities (LEIE). 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. Waco Center for Youth applicants must be 21 years of age.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. 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 these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. 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.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form