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Admin Asst II to Asst Director of Administration

Company: North Texas State Hospital - Wichita Falls Campus
Location: Wichita Falls
Posted on: June 12, 2021

Job Description:


Administrative Asst II - Administrative Assistant is supervised by the Assistant Director of Administration (ADoA) with limited latitude for the use of initiative and independent judgment. He/she performs complex administrative and/or technical assistance in order to maintain efficiency in the day to day operation of the Business Office, which includes maintaining file systems, disseminating information, credit applications, tax exempt certificates, authorized signature lists for local banks, employee damage claim forms. Responsible for maintenance of copiers, ordering supplies (CAPPS Fin/MIMS), submitting work orders (CAFM System), preparing travel requests and travel vouchers for business department, preparing routine and special reports for State Office with deadline tracking. May serve as support staff and/or back-up for all departments falling under the Assistant Director of Administration supervision, such as cashier, payroll distribution, and telecommunication system.

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.
Supports and assists the ADoA in the day to day operation in planning, organizing, ad executing responsibilities to meet short and/or stringent deadlines and schedules.
Maintains and schedules meetings for the ADoA in Outlook.
Prepares travel requests and travel vouchers.
Manages, reviews, and tracks all Personnel Action Request forms (HR0029) for all staffing and hiring actions.
Maintains and enters position control changes or updates and coordinates the changes with the appropriate department staff.
Tracks/coordinates CCSSLC bills for processing to Regional Accounting.
Performs business administrative functions to include answering phones, assisting visitors, making copies, preparing and distributing of mail, and running reports.
Maintains filing and archive systems.
Performs general office duties such as ordering supplies, submitting work orders, and assisting with general human resources work.
Responds to inquiries regarding rules, regulations, policies, and procedures.
Coordinates projects and assignments within or outside the division as directed by the ADOA.
Completes and submits employee damage claim forms.
Maintains various authorized signature lists including local banks.
Assist as support staff and/or back-up for all departments falling under the Assistant Director of Administration such as cashier, telecommunication system, payroll distribution

Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agencys 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:
Ability to plan and schedule work.
Ability to follow written and verbal instructions.
Ability to multi-task.
Ability to work under extreme pressure while maintaining a courteous and business-like demeanor at all times.
Highly Organized and able to maintain files.
Ability to communicate effectively with various facility staff members, various agency staff members, consumers, and the general public.
Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software.
Ability to maintain confidentiality at all times.


Registration or Licensure Requirements:
None

Initial Selection Criteria:
Two years experience of administrative support work in a general office setting. Graduation from a standard senior high school or equivalent is generally preferred.
Attention to detail.
Skilled in the use of standard office equipment (personal computer, printer, telephone, fax, copier).
Skilled in the use of MS Word, PowerPoint, Excel, & Outlook
Ability to communicate effectively, in person and over the phone.
Type 45 words per minute.



Additional Information:
Requisition# 485044.

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 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. All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.


MOS Code:
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 Auditors 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.

- 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 , Admin Asst II to Asst Director of Administration, Other , Wichita Falls, Texas

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