APS Field Administrative Assistant
Company: North Texas State Hospital Wichita Falls Campus
Location: Wichita Falls
Posted on: June 19, 2022
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Job Description:
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
according 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 caseworkers (40%) 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 Office. (10%) 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 directed. (5%) Performs on-boarding functions for new staff,
including processing eMACS(5%) 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 assigned. (5%)
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 procedures. Knowledge of relevant
programs, policies and procedures. Skill in using a computer,
software and all standard office equipment. Skill in using
Microsoft Works, MS Office or Windows environment. Skill in
establishing and maintaining effective working relationships. 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 environment. Ability to work with
confidential information. Ability to operate basic office equipment
such as fax, copier, projector, calculators and other standard
office equipment. 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 Services
experience. Acceptable Substitutions: Thirty semester hours from an
accredited college or university may be substituted on a year for
year basis for the required experience. Additional Information:
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 increase). 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
interview. MOS Code: 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 interview.
Keywords: North Texas State Hospital Wichita Falls Campus, Wichita Falls , APS Field Administrative Assistant, Administration, Clerical , Wichita Falls, Texas
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