Administrative Asst. III - CAFM Specialist - State Hospital

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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 teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

This Maintenance Dept. Administrative Assistant III reports to the Plant Maintenance Manager and works in collaboration with other administrative and technical staff within the department to help ensure the department is run effectively.

The Maintenance Administrative Assistant III coordinates maintenance activities for the Rio Grande State Center, the Outpatient Clinic, and other Texas Agencies such as the Texas Department of Licensing and Regulation.

This Maintenance Administrative Assistant III is responsible for various administrative activities such as serving as the CAFM Specialist, DRRS Specialist, and Key Control Manager for the State Hospital and Outpatient Clinic.

They also serve as the CMS and Joint Commission Documentation Manager, and Payment Invoice Coordinator for the department. This position also serves as the lead staff who obtains approvals for maintenance expenditure requests.

This Maintenance Administrative Assistant III serves as the primary agent for the CAFM program (Computer Assisted Facilities Management) which is directly responsible for maintaining the current FAS (Facility Assessment Survey) data. The program support duties will also require serving as a focal point for system input modification and for interface responsibilities between the Rio Grande State Center Plant Maintenance Department, other Rio Grande State Center customers (vendors/surveyors), and Central Office Maintenance and Construction personnel.

This position also requires a high degree of initiative and judgment in performing these support duties. Work requires driving to other areas as needed. Other duties may be assigned as necessary. Must have a Valid Texas Driver’s license with less than 10 points against record as per TDHHSC. 

Performs other duties as assigned. 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.

Essential Job Functions (EJFs):

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 and performs other duties as assigned.

Has responsibility of protecting state property from pilferage, theft, or man-made destruction.

Updates department policies, procedures, and documentation binders to ensure compliance with State Hospital, Joint Commission and CMS requirements.  

Serves as the primary contact for the CAFM (Computer Assisted Facilities Management) specialist creating, processing, completing, and filing preventive or corrective work orders in the CAFM10 work order system for the Rio Grande State Center and Outpatient Clinic.

Performs advanced administrative and support work, for both regular assignments and facility projects in the Maintenance Department (e.g., drafting documents, forms, reports and correspondence) using CAFM10 and Microsoft Products

Assists the Plant Manager in compiling & submitting data for requisitions.

Serves as the primary contact for key control access requests, key distribution and record keeping of key control logs for all State Hospital and Outpatient Clinic employees.

Professionally communicates with internal and external customers to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.

Reviews and submits all maintenance on-call logs.

Serves as interface with Central Office Maintenance & Construction and CAFM Coordinators. 

Ensures all building drawings are current and interfaced with Central Office Maintenance and Construction.

Serves as the backup to ensure maintenance staff complete Procurement Credit Card Transaction Logs with accuracy and delivers to the Director of Fiscal and Support Services by established deadlines.

Performs other duties as assigned. 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 and Abilities (KSAs):

Must be able to understand and interpret policies and procedures clearly and accurately.

Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.

Ability to exercise sound judgment and make decisions in accordance with the established policies and procedures.

Must have the ability and knowledge to follow oral or written instructions.

Must have the ability to type accurately, compose effective correspondence.

Must be able to recognize and protect state property from pilferage, theft or manmade destruction. Must have the ability to establish and maintain effective working relations with supervisors, peers, co-workers, and subordinates.

Must have the ability to maintain accurate paper records.

Ability to establish and maintain effective working relationships with customers, peers, management, and external contacts.  

Knowledge of office practices and administrative procedures.

Registrations, Licensure Requirements or Certifications:

If transporting patients, must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver 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 standard senior high school or equivalent is preferred. Experience and education may be substituted for one another.

One (1) years' experience in administrative support duties and complex technical program assistance such as CAFM, required.  

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.

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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

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.