Maintenance Administrative Coordinator

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 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.

The Program Supervisor I (Maintenance Administrative Coordinator) perform routine (journey-level) administrative and supervisory program work for all administrative and financial responsibilities for the Maintenance Department.

Work involves supervising and training for all Maintenance Staff in complex computer programs, overseeing facility HR tasks, and other financial recording requirements. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

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 asked 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.

Supervises all work in human resource areas for staff assigned in the program area. Responsibilities include, but are not limited to, reviewing applications, interviewing candidates, selecting and hiring potential employees, scheduling and assigning workload, establishing performance measures, evaluating work performance, providing feedback and guidance, recommending staff development and training, recommending personnel and disciplinary actions, scheduling and approving leave.

Maintains the Capital Asset Planning System (CAPS) through periodic updates of the CAPS program as directed from Central Office CAFM Project Office and local authority to ensure accurate information is reflecting hospital needs.

Monitors and supervises the receipt of all work requests submitted. Ensures the continual flow of processes involved in managing the work documents to ensure accurate information routing. Inputs, or directs the input of all work orders, job orders, and preventative maintenance orders into the appropriate CAFM program to ensure efficient collection and routing of data.

Maintains records pertaining to all maintenance and construction contracts to comply with state regulations. Compiles all credit card transaction data for department credit holders and complies with all credit card/procard policies and procedures. Reconciles purchases with purchase order and contracts. Follows procurement and contracting procedures to account for all purchases. Uses CAPPS Financial and SCOR to enter requisitions and reconcile.

Attends scheduling, programming, and other meetings as required to update new developments.

Conducts staff competency, New Employee Orientation (NEO), and in-service training to other maintenance employees and unit coordinators to provide needed support.

Supervises the management of all vehicle records and correspondence to ensure accurate tracking of cost and usage with the use of the FLEET Management Program.

Supervises the management of all key control records and key issue processes to provide for an accurate accounting of all keys issued.

Ensures all performance evaluations are processed timely, and ensures all employees assigned requiring extended leave/sick leave are provided with correct forms.

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):

Knowledge of Contract Management Systems (SCOR)

Knowledge of the Work Order and Purchasing programs with a full understanding of how work should flow from request through task completion including customer contact and follow-up with facility.

Knowledge of all credit card/pro-card procedures

Skills in the use of computers, word processing software, and fax machines

Skills in the use of Windows 10 and all parts of Microsoft Office

Skills in entering requisitions in CAPPS Financial

Skills in reconciling purchase orders and contracts with data in SCOR and experience following policies and procedures in contracting and procurement.

Ability to develop competency in the application of CAFM and Fleet software systems including CAPS (Capital Assets Planning System), CAPS Financial System, and all the associated programs related to Maintenance.

Management Ability to maintain, update, and support critical CAFM and Fleet database systems and generate routine and specialized reports as required by facility management and executive level staff.

Registrations, Licensure Requirements or Certifications:

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:

Experience in the administration of a program relevant to the assignment. Graduation from an accredited four-year college or university with major course work in a field relevant to the assignment is generally preferred. Experience and education may be substituted for one another.

At least three (3) years Office Management experience in an Administrative Office setting.

At least three (3) years of experience in procurement and contracting, including requisition entry and reconciliation.

At least three (3) years of experience in the operation of financial programs (SCOR).

At least three (3) years of experience in work order programs (CAFM10). 

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 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. Vaccines may be provided. 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

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.