Administrative Assistant II

TX-HHSC-DSHS-DFPS • San Antonio, TX

1d

About The Position

Under the direct supervision of the SHSS Program Manager and guidance and direction of the Team Lead, performs routine (journey-level) administrative and technical assistance for the the Texas Health Steps (THSteps) program and other program within Specialized Health and Social Services (SHSS). Assists with the development and maintenance of program filing systems. Enters and retrieves information from information systems and prepares routine and special reports including monthly reports, travel/mileage reports and submits reports by time deadlines. Performs technical and administrative program support work. Assists with Texas Health Steps Program record keeping and documentation. Assists in ordering and maintaining supplies. Effectively communicates program services and/or changes to consumers. Assists Provider Representative staff with preparing for presentations and material. Other administrative duties are assigned within the Texas Health Steps Program. Maintains inventory of marketing materials. Works collaboratively with public health staff in the event of a regional or state disaster. Utilizes Microsoft Office suite to meet program needs. Maintains confidentiality and performs work activities in a professional, responsible and timely manner. Practices good organizational skills and works well as a team player. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of business English, spelling, punctuation and business math.
• Knowledge of office practices and administrative procedures.
• Knowledge and skills in the use of correct grammar and spelling.
• Knowledge of maintaining and handling of confidential information.
• Skill in performing multiple tasks.
• Skill in good organizational abilities and record maintenance.
• Skill in compiling monthly reports, travel reports, and time activity reports.
• Skill in provider and customer relations, problem assessment and resolution.
• Skill in using computers and software applications, including electronic database.
• Ability to interpret agency and public health rules, regulations and policies.
• Ability to assess provider issues and to analyze the implications on a broader level.
• Ability to communicate information to a variety of consumers.
• Ability to problem-solve and make sound decisions.
• Ability to work effectively as a team member.
• Ability to work independently.
• Must possess a valid Class C Texas driver license or equivalent license from another state.
• Experience in the use of computers and related office equipment, including the use of Office Suite, spreadsheets, databases, and presentation software-3 years required
• Excellent written communication as observed by detail and completeness of information on the state application.

Nice To Haves

• Experience in Administrative Support-2 years preferred
• Experience and knowledge of office practices and procedures-2 years preferred

Responsibilities

• Provides administrative support services for the Texas Health Steps Program.
• Compiles information from TX Health Steps staff for the monthly PRAR report.
• Prepares training material packets for presentations, provider visits, and PROM meetings.
• Completes record keeping of all TX Health Steps meetings and provides communications from meetings to staff.
• Reserves conference rooms as needed by the program.
• Attends staff meetings and trainings.
• Assists the SHSS program manager, supervisors and TxHS team leader in providing technical assistance to providers and external program customers regarding DSHS programs.
• Receives and assists with requests for program services.
• Answers program telephone systems and directs customers to appropriate sources in a professional and courteous manner.
• Maintains electronic and physical records/files for the Texas Health Steps Program per the agency's records retention policy.
• Assists Program Manager, supervisors and team lead with program needs, as requested.
• Coordinates activities with the planner of program events through maintaining the monthly calendar.
• Submits and records all travel reimbursement requests for staff.
• Supports other program administrative staff with travel reimbursement requests as needed.
• Responds to public health emergencies, including, but not limited to, disease outbreaks, biological, environmental and weather emergencies.
• Participates as requested in the event of a disaster response and/or recovery effort or Continuity of Operations (COOP) activation.
• Completes required training necessary to fulfill the duties of the role.
• Complies with DSHS immunization policy.
• Maintains an acceptable driving record that meets the standards developed by the Texas Department of Public Safety (DPS) and safely operates either a state-owned, personal or rental vehicle to conduct state business.
• Maintains a valid Class C Texas driver license or equivalent from another state.
• Performs other duties as assigned, including serving as a substitute for the PHR 8 receptionist.

Benefits

• DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed