APS Field Administrative Assistant
Company: North Texas State Hospital - Wichita Falls Campus
Location: Wichita Falls
Posted on: June 17, 2022
The Department of Family and Protective Services (DFPS) APS
Field Administrative Assistant II performs routine administrative
and technical program assistance work for the Adult Protective
Services (APS) Division. Serves as the primary point of contact for
receiving, reviewing, and routing all intakes received from
Statewide Intake (SWI) within established timeframes and case
priority level. Notifies supervisors or workers of priority intakes
to policy; logs, routes, and tracks various unit as instructed by
the unit supervisor; facilitates studies by collecting data,
tracking workers, and forwarding information appropriately;
compiles and enters for incoming cases; and receives and routes
mail, handles incoming telephone calls, including recording
messages, routing, and transferring calls appropriately. The
position provides administrative support to unit supervisors and
staff. The position interacts routinely with the DFPS staff and the
public. Works under moderate supervision, with limited latitude for
the use of initiative and independent judgement.
To learn more about the agency, please click .
WHY WORK FOR DFPS?
The Texas Department of Family and Protective Services (DFPS) is
responsible for protecting the unprotected children, elderly, and
people with disabilities from abuse, neglect, and exploitation.
DFPS accomplishes this responsibility by employing over 12,000
workers who live up to the agency's Mission, Vision, & Values in
service to the 27 million citizens of Texas.
DFPS is not only a qualifying organization for the Service Loan
Forgiveness Program, which forgives the remaining balance on
college student Direct Loans after making 120 qualifying monthly
payments, but also offers excellent health benefits, special
discounts on many products and services through the Discount
Purchase Program, a lifetime monthly retirement annuity as well as
Texa$aver 401(k) and 457 Programs under the Employees Retirement
System of Texas. An additional benefit you will receive is 12 days
of paid annual leave, 12 sick days, and the potential to earn up to
four days of administrative leave each year. Your annual paid leave
accrual increases as your tenure increases.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance
with agency leave policy and performs other duties as
assigned.Serves as the primary point of contact for receiving,
reviewing and routing all intakes received from the Statewide
Intake (SWI) abuse and neglect reporting department for their area
and region of responsibility in accordance with established
timeframes and case priority level. Reviews every intake that is
received for the assigned area and region, and routes all APS
specialists, daily. Response cases to the appropriate units. Routes
all cases within the area/region in accordance with established
timeframes and case priority level. Reviews intakes received to
determine if there is an active investigation and identifies and
alerts the primary assigned caseworker and supervisor of the new
report.Serves as the primary point of contact for SWI intake on all
cases requiring immediate
assignment and caseworker assistance. Ensures missing information
is added to the case file by maintaining an assignment log to track
cases assigned to each caseworker. Ensures that high priority
call-outs are assigned in
accordance with established routing timeframes to ensure immediate
assignment to a caseworker for expedited response. Performs
criminal history checks on all alleged perpetrators and some
clients if needed; checks TIERS and WTPY for client information for
Provides assistance to other program administrative support staff
with compiling, organizing, tracking and
monitoring various types of nformation, including but not limited
to agency Random Moment Time Studies (RMTS).(20%)
Prepares and disseminates APS program information, maintains case
filing systems and routing records,generates recurring and ad-hoc
reports and responds to routing inquiries. Receives and responds to
all calls and emails regarding routing issues and provides updates
and reports to APS staff and management regarding routing status,
issues and numbers of case - assignable staff. Responds to
inquiries and provides guidance regarding routing policies,
procedures, and referrals to other community resources. (5%)
Assists caseworkers with data entry functions and case-related
inquiries. And Records and Imaging Operation
(RIO) tracking. Prepares closed cases to upload into RIO Tracking
before boxing to send to Records Management
Performs data entry into IMPACT and other electronic programs and
systems. Prepares and maintains statistical
reports, leave and personnel records, case control systems, case
records and related files for the unit. Performs as
the Local Service Coordinator (LSC). Functions as the unit
timekeeper and will process purchase orders as
Performs on-boarding functions for new staff, including processing
Manages and maintains advanced travels and TAS forms for unit
supervisors and caseworkers. Types correspondence, forms
narratives, meeting notes, performance evaluations, and other
documents to support work of
the unit and files related documents. Performs other duties as
Serves as a Public Notary for APS caseworkers and Records
Management Group workers to file notarized
documents with the courts. (5%)
Knowledge Skills Abilities:
Knowledge of modern office and administrative practices and
Knowledge of relevant programs, policies and procedures.
Skill in using a computer, software and all standard office
Skill in using Microsoft Works, MS Office or Windows
Skill in establishing and maintaining effective working
Skill in effective verbal and written communication.
Skill in working in an office supporting several staff members.
Ability to interact with all levels of staff.
Ability to work independently in a fast-paced environment.
Ability to effectively handle multiple assignments in a dynamic
Ability to work with confidential information.
Ability to operate basic office equipment such as fax, copier,
projector, calculators and other standard office
Ability to communicate in a courteous and professional manner.
Ability to take initiative and make sound judgments.
Registration or Licensure Requirements:
Initial Selection Criteria:
Graduation from high school or equivalent
One year full-time administrative support, general office,
clerical, secretarial or Texas Department of Family and Protective
Thirty semester hours from an accredited college or university may
be substituted on a year for year basis for the required
Requistion # 525337
Bilingual applicants (SPANISH/ENGLISH) are encouraged to apply.
Bilingual applicants selected for this position may qualify for an
increase at the point of hire after successfully passing a
bilingual skills test. (The applicant will need to be fluent in
writing/speaking in Spanish in order to receive the salary
Factors such as education and experience may be considered when
establishing the starting salary for employees coming from other
state agencies within Texas.
Interview Requirements: Any candidate who is called to an agency
for an interview must notify the interviewing agency in writing of
any reasonable accommodation needed prior to the date of the
Military occupation(s) that relate to the initial selection
criteria and registration or licensure requirements for this
position may include: 42A, YN, 0111, 3A1X1. For more information
see the Texas State Auditors Military Crosswalk .
HHS agencies use E-Verify. You must bring your I-9 documentation
with you on your first day of work.
- Click here to download the I-9 form.
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
Keywords: North Texas State Hospital - Wichita Falls Campus, Wichita Falls , APS Field Administrative Assistant, Administration, Clerical , Wichita Falls, Texas
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