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Administrative Asst II

Company: Texas Health & Human Services Commission
Location: Vernon
Posted on: June 10, 2021

Job Description:

Are you ready to be professionally challenged? Are you looking to be part of a dynamic team of engaged and committed professionals? Then the Health and Specialty Care System (HSCS) may be just the place for you! The State Hospital System, under the HSCS is comprised of nine psychiatric hospitals located throughout the state and one youth residential psychiatric center in Waco. The HSCS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. The hospitals provide state-of-the-art treatment that is recovery-oriented and evidence-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan. Apply now to join our team.

The Administrative Assistant II works for the Director of Forensic Psychiatric Programs and works 8:00 am to 5:00 pm, Monday - Friday.

The administrative assistant manages aspects of the complex administrative actives related to the administration of a specialized 298-bed forensic unit, a major division of a large state hospital. The administrative assistant maintains and monitors a large volume of paper and electronic tracking systems for program administrative development, operations management, performance tracking, and other aspects of administration. The assistant reviews reports and highlights areas to be addressed and routs reports and action requests to Program Directors based on criteria established and monitored by the Director of Programs. The administrative assistant arranges and coordinates routine and special functions of the Forensic Management Team, the Forensic Conference Planning Committee, and assists in special projects related to programming, training, audits and reviews.

The administrative assistant serves as the essential point of contact for day to day management of forensic administrative functions. The duties include functioning as receptionist for the forensic administrative office and the Director of Programs; maintaining an appointment calendar, setting up and maintaining a filing system and correspondence; typing complex documents; performing stenographic work for meetings; scheduling activities for the Director of Program; maintaining travel documentation; ordering supplies for use by Forensic Administrative Office staff; and providing backup to other clerical staff as appropriate. The assistant also schedules meeting rooms, notifies persons attending and makes sure the rooms are in order prior to the meeting. In the absence of the Director of Programs, advises those persons acting in their behalf of mail and appointments or meetings they are required to attend, as well as performing other related administrative assistant tasks.

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.

Serves as a receptionist and schedule coordinator (including travel) for the Director of Programs. (20%)

Prepares documents, letters, and memos as needed. Types position descriptions/evaluations of personnel under direct supervision of the Director of Programs. (10%)

Facilitates the work of the Forensic Management Team. Schedules meetings, records minutes, prepares agendas, tracks agenda items for completion and follow-up, serves as contact for management members and attends management meetings in order to ensure well organized and productive committee meetings. (10%)

Assists in the planning and coordinator of the annual Texas Mental Health Forensic Conference. (5%)

May develop special summaries of staff reports and recommendations for review by an administrator. (10%)

Will assist technical or clerical workers in performing related activities. (5%)

Assist in researching, writing, designing, or editing agency publications such as brochures, forms, and manuals. (5%)

Assists in the utilization and recording of Continuous Quality Improvement techniques. Assists the Director of Forensic Psychiatric Programs in the utilization of the CQI techniques during scheduled meetings. Responsible for recording the techniques/outcomes determined. (5%)

Responsible for logbook to track various items that are received for the approval and signature of the Director of Programs. Also coordinates the requisition of any items needed in the office of the Director of Programs. (5%)

Develops, coordinates, and maintains a record keeping and filing system. Also manages and completes projects, audits or assignments as directed by the Director of Programs. (5%)

Maintains, prepares, and distributes program reports and action assignments. (10%)

Maintains Resource Notebook to keep approved personnel rosters (700 report) current. (5%)

Provides backup to office of the Clinical Directors and other offices, as needed. (5%)

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 Policies & Procedures relevant to NTSH hospital administration and management to include those at state, agency and hospital levels.

Above average ability to organize and coordinate multi tasks concurrently.

Proven & exceptional skill in communicating effectively both in writing and orally

Skill in dealing with the public in a courteous and professional manner, even in stressful and demanding situations.

Ability to prioritize and manage tasks independently

Ability within the parameters of law to maintain strict confidentiality.

Ability to prepare & type written documentation in near flawless order the first time.

Ability to effectively use automated office systems and equipment.

Ability and willingness to adjust personal schedule to accommodate needs of the office, such as coming in early and/or staying late to prepare documents by deadline.

Ability to project a professional image and demeanor consistent with the role and responsibilities of the Office of the Director of Programs.

Working knowledge of CAPPS.

Registration or Licensure Requirements:

N/A Initial Selection Criteria:

Ability to communicate effectively in writing, based on application required

Experience serving as an administrative assistant or similar capacity preferred; one year clerical experience required

Experience in forensic hospital setting preferred

Evidence of a stable work history required Additional Information:

Salary Note: The salary offered will follow HHS HR Policy starting salary guidelines which are typically made at or near the minimum of the salary range. For internal applicants, there can be limitations in consideration of applicant's current classification and salary and is dependent upon available budget.

All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, 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 applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747. MOS Code:

42A, YN, 0111, 3A1X1

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.

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

I-9 Form - 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: Texas Health & Human Services Commission, Wichita Falls , Administrative Asst II, Other , Vernon, Texas

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