The Clerk III reports directly to the Financial Officer at the facility (state hospital or state-supported living center) and provides administrative and financial support services. The Clerk III routinely performs advanced (senior-level) clerical and financial work for the financial office in areas of bookkeeping and financial activities (such as, compiling and tabulation of data), inventory audits, and mail processing. Is also responsible for the coordinating of clerical activities including requesting materials and office supplies, handling and transporting facility documents or mail and maintaining accurate financial files.

The Clerk III has a working knowledge of the HHSC rules and facility policies and procedures, demonstrates the ability to communicate clearly both orally and in writing and provides training as needed to other employees. Completion of job duties requires working under limited supervision with considerable latitude for the use of initiative and independent judgement and provides excellent customer service to all consumers.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Responsible for receiving, sorting, date stamping, and distributing all the campus mail from the post office. Participates in the daily run to the local post office to pickup and drop off mail. (20%)

Receiving, filing, and storing of completed purchase vouchers and journal vouchers (Regional facility) and deposit vouchers. Coordinates requesting materials, postage, registered mail, packages and other office supplies with Financial Officer. (15%)

Assist in maintaining the storage, tracking log, and release of personal effects. Receive patient personal effects from admissions and/or unit drop-off boxes. Perform annual escheats of patient’s personal effects. (10%)

Coordinate with the Accounting Technician II (NRAO) or Accountant I (RBMO) in distribution of payroll warrants. (5%)

Distributes cash per patient special requests or client outings. Writes receipts to reflect the source of the funds (petty cash or trust fund) and the purpose of the payment. Recieves unused funds back, reconciles the petty cash box, and communicates with the Accountant I (RBMO) the balances needed to replenish the petty cash. (20%)

Prepares daily receipts (call in sheets) and daily bank deposits. Receives funds (cash or check) through mail or at the cashier window. Writes receipts and pulls all documentation together for the Accounting Technician II to deposit. (20%)

Assist the Property Department on their annual asset inventory for all assets in the accounting department. Assist with canteen inventory (if one on the campus) to inventory the stock at the canteen. (5%)

Other duties as assigned include but are not limited to administration, cashiers, and fiscal services. Provides training on tasks to new employees in the same role. Participate and/or serve in a supporting role to meet the agency’s obligation for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (5%)

Knowledge Skills Abilities:
Knowledge of billing, collection, and account maintenance procedures. Skill in use of modern office equipment including calculator, photocopier, and personal computer. Ability to perform mathematical computations, and to understand and perform complex technical procedures. Ability to implement administrative procedures; to interpret rules regulations, policies, procedures and to maintain effective working relationships with individuals served and their representative, as well with associates, supervisors, and staff of the facility and other agencies.

Registration or Licensure Requirements:

Initial Selection Criteria:
Graduation from an accredited high school or GED, plus (2) years of work experience in a field related to the duties of the position.

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 OIG List of Excluded Individuals/Entities.
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.
All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.
COVID-19 Precaution(s):
Personal protective equipment required and provided
Temperature screenings
Social distancing guidelines in place
Sanitizing, disinfecting, or cleaning procedures in place
Vaccines available for employees

MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 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.

Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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 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.