Job description
The Unit Administrative Assistant works under the direct supervision of the Unit Director. The Unit Administrative Assistant performs moderately complex secretarial work to include but not limited to: answering correspondences, reviewing mail, providing information and instructions to unit personnel, performing advanced clerical duties, maintaining files and reports, assembling and organizing information for supervisor, assemblies and organizes information for internal and external auditors, completing, tracking and submitting Human Resource documents in a timely manner, tracking unit furniture/equipment inventories, ordering unit supplies and performing time collecting for assigned unit. Serves as back-up secretary/time collector for sister unit.
Essential Job Functions:
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.
Enters time for assigned unit into CAPPS per facility policy. Maintains unit staff roster and submits vacancies to hiring authority. Assembles and organizes information for internal and external audits. Types and enters morning meeting minutes into share drive. Orders on-campus and off campus supplies and materials. Completes, tracks and submits Human Resource documents. Enters work orders into CAFM and MIMS System. Tracks the receipt and distribution of furniture and equipment within the unit. Conducts annual equipment inventory. Performs other tasks as assigned to support the facility’s provision of quality services and supports for individuals served. 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.
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.
Enters time for assigned unit into CAPPS per facility policy. Maintains unit staff roster and submits vacancies to hiring authority. Assembles and organizes information for internal and external audits. Types and enters morning meeting minutes into share drive. Orders on-campus and off campus supplies and materials. Completes, tracks and submits Human Resource documents. Enters work orders into CAFM and MIMS System. Tracks the receipt and distribution of furniture and equipment within the unit. Conducts annual equipment inventory. Performs other tasks as assigned to support the facility’s provision of quality services and supports for individuals served. 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 Abilities:
Knowledge of business terminology, office practices and procedures, and principles of office management; of spelling, punctuation, grammar, and arithmetic. Skill in machine transcription, word processing, or shorthand to take and transcribe dictation; and in the use of automated equipment and software. Ability to make basic mathematical computations and tabulations; to maintain clerical records and prepare reports; to compose letters and memoranda; and to operate automated equipment. Knowledge of computer system (word, excel). Ability to interact with public and co-workers. Ability to make minor decisions in accordance with facility regulations. History which demonstrates a pattern of professional, courteous, and cooperative interactions with others.
Knowledge of business terminology, office practices and procedures, and principles of office management; of spelling, punctuation, grammar, and arithmetic. Skill in machine transcription, word processing, or shorthand to take and transcribe dictation; and in the use of automated equipment and software. Ability to make basic mathematical computations and tabulations; to maintain clerical records and prepare reports; to compose letters and memoranda; and to operate automated equipment. Knowledge of computer system (word, excel). Ability to interact with public and co-workers. Ability to make minor decisions in accordance with facility regulations. History which demonstrates a pattern of professional, courteous, and cooperative interactions with others.
Registration or Licensure Requirements:
None
None
Initial Selection Criteria:
High School diploma or GED equivalent.
Minimum of 3years work experience in a records/clerical setting.
Experience in the following written instructions.
Related work experience may substitute for the required education on a year to year basis with a maximum substation of 2 years.
Experience using a personal computer for inquiry and date entry.
Experience in time keeping and payroll preferred.
High School diploma or GED equivalent.
Minimum of 3years work experience in a records/clerical setting.
Experience in the following written instructions.
Related work experience may substitute for the required education on a year to year basis with a maximum substation of 2 years.
Experience using a personal computer for inquiry and date entry.
Experience in time keeping and payroll 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 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
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:
There are no Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For additional 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.
There are no Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For additional 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.
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.
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