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Administrative Asst II
$66k-92k (estimate)
Full Time 2 Months Ago
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Dept of State Health Services is Hiring an Administrative Asst II Near Austin, TX

Administrative Asst II
Under supervision of the Emergency Medical Services (EMS) Unit Director, performs administrative support and technical program assistance for the group. Responsibilities include, but not limited to, answering telephone, processing mail, monitoring complaint line; composing letters, support continue education audit process, maintain EMS records, support the audits of EMS personnel, including confidential files, according to agency retention policies and guidelines, and support the process for new education course requests. Retrieves files for open records request and copies releasable documents. Performs complex data entry into the EMS database and produces reports utilizing database software. Prepares material to be used in meetings or training session. Assist other staff in the EMS Unit as needed.
Essential Job Functions:
This position could include working within the EMS Trauma System office or a combination of office and teleworking.
(35%) Provides complex and routine technical and administrative support to the team members of the EMS Unit. Answers the telephone for the group, takes messages, and places calls. Routes callers to the appropriate area. Prioritizes and routes mail for group to include scanning of documents to electronic format. Assists and/or coordinates travel arrangements; prepares orders supplies; schedules appointments; support various meetings; support the approval process of EMS education program process and support the EMS personnel audit process.
(25%) Performs complex data entry into the EMS database and produces reports utilizing database software; Develops, coordinates, and maintains record keeping system for files and records, both hard copy and computer. Maintains and stores records according to retention plans; Transmits and receives records stored with the State Library. Participates as a team member in the development, review and revision of group policies, procedures, work plans, and goals.
(20%) Provides complex and routine technical and administrative support to the EMS Unit team to include the State EMS Director. Composes, prepares, and routes routine and special correspondence, certified mail, memos, publications, manuals, reports and forms, including confidential material, utilizing word processing, regulatory database and email software. Prepares material to be used in meetings or training session. Assists in planning special meetings, greets visitors and guests that need assistance or arrive for meetings and insures meeting room is prepared for the event.
(10%) Serve as back up for the Unit or Section communication system. Will assist other staff in the EMS Trauma System Unit as needed.
(10%) Performs special projects and other duties as assigned that include disaster response activities. This position may serve in the State Medical Operations Center, State Operations Center, or to be deployed to an affected area of the state during the response to and/or recovery from an all-hazard event.
Knowledge Skills Abilities:
Knowledge of modern office practices and administrative procedures
Skilled in telephone communications, email response and operation
Skill in the use of standard office equipment and software
Ability to interpret departmental administrative rules, regulations, policies and procedures
Ability to use correct spelling and arithmetic in English
Ability to learn and carry out oral and written instructions
Ability to create and maintain computer records and files
Ability to meet and deal effectively with the public
Ability to use a computer and use Windows based software to include MS Word, Excel, PowerPoint, and TEAMS.
Ability to organize work and manage time effectively
Ability to work independently or in cooperation with other using sound judgment in difficult situations
Ability to plan and organize multiple competing tasks effectively and efficiently
Ability to maintain confidentiality information
Ability to adhere to all DSHS Policies and Universal Expectations for personal responsibility and the Guiding Principles, Code of Ethics, and Standards of Conduct Knowledge
Registration or Licensure Requirements:
Hold or able to obtain a valid Texas driver’s license within 60 days of the first day of employment. Employee must meet and maintains an acceptable driving record that meets the standards developed by the Texas Department of Public Safety (DPS) and DSHS policies to operate vehicles.
Initial Selection Criteria:
Graduate from high school or GED. Would prefer experiences in general office operations but not required.
Additional Information:
This position may require working from the office or home and hours other than 8:00 a.m. – 5:00 p.m. Monday thru Friday, to include some evenings, weekends and holidays as workload dictates. Employee must provide transportation. Safe operation of either a state owned vehicle or personal vehicle is required to conduct state business, applicants will have their driving records checked through the Department of Public Safety and applicants must have a valid Class C Texas driver’s license or equivalent license from another state. Employees/applicants are responsible for providing a copy of their driver’s license prior to beginning employment. Only applicants who are interviewed will receive written notification of selection results. Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 51C, 92Z, 0111. For more information, see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx Req #415897 HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. 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.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
**PLEASE NOTE: The posted salary range is the full range for this position. Agency salary policy, budget and candidate’s qualifications will dictate final salary offer. Typically, salary offers are at or near the midpoint of the range, depending on qualifications or other factors.**
MOS Code:
51C, 92Z, 0111

Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS

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

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.

Job Summary

JOB TYPE

Full Time

SALARY

$66k-92k (estimate)

POST DATE

01/29/2023

EXPIRATION DATE

09/01/2023

WEBSITE

dshs.state.us

SIZE

<25

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