Administrative Asst I

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:

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. 

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

The Administrative Assistant I, performs entry-level administrative support and/or technical program work for Vocational Services. The Administrative Assistant I is the lead employee in the completion of the client payroll and in the provision of clerical services such as handling correspondence, documents, performing complex data entry, answering, and routing calls, taking messages, greeting, and directing visitors. The Administrative Assistant I work under the direct supervision of the Vocational Director at Richmond State Supportive Living Center. The Administrative Assistant I have no supervisory responsibilities. Other duties include, but are not limited to reception duties, timekeeping, maintaining office inventory, ordering specialty and warehouse items, the coordination of confidential information, and other duties as assigned. Works under close supervision with minimal latitude for the use of initiative and independent judgement. Completion of work requires originating new methods and/or techniques and decisions are varied based on well-defined principles. The Administrative Assistant I is accountable for assigned property. The shift is generally, 8:00 a.m. to 5:00 p.m., Monday thru Friday. Some flexible hours may be required to complete special assignments or end of the month processing. Other duties as assigned include but are not limited to actively participating and/or service 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 and predictable schedule in accordance with agency leave policy and performs other duties as assigned. (5%)

Complete individual payroll promptly and accurately as prescribed in the Vocational Payroll Policy and Procedures and in accordance with the Department of Labor Laws. Submits completed information for billing to Accounting as prescribed in the Vocational Payroll Policy and Procedures. (40%)

Establish and maintain positive, supportive relationships with individuals served, co-workers and individual family members. Work harmoniously with others and assist when requested or needed. Establish and maintain effective, positive and courteous communications with customers regarding contract and production information, and purchase orders. (30%)

Establish and maintain practices that ensure the accurate and timely flow of written and verbal communication within and between departments. (5%)

Inventories, organizes, and initiates supply orders from the warehouse and maintains the storage room. Order office supplies and specialty items as needed for the department. (5%)

Ensure environment is free of safety hazards by correcting any hazards found and reporting them to the supervisor, housekeeping, or maintenance. (5%)

Continually enhance job performance by participation in career growth and development activities by participating in mandatory facility training for maintenance and competence development. (5%)

Become familiar with and abide by the rules of the agency and facility policy, procedure, and guidelines. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of office practices and administrative procedures

Knowledge of payroll guidelines and processes.

Knowledge with office operations including, but not limited to handling correspondence, documents, answering and routing calls, taking messages, greeting, and directing visitors.

Must possess a knowledge of client payroll, vocational services, and data entry.

Skill in the use of standard office equipment and software.

Ability to:

Ability to communicate effectively.

Ability to perform quality control checks on data entry by department staff.

Registrations, Licensure Requirements or Certifications:

None. 

Initial Screening Criteria:

High School diploma.

Some college credit preferred.

At least 1 years of secretarial experience

Experience using Microsoft Programs, Excel, PowerPoint, Outlook, etc.

Experience completing data entry.

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 Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/Entities (LEIE).

Males between the ages of 18 – 25 must be registered with the Selective Service.

All State Supported Living Center Employees are subject to Random Drug Testing.

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

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

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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