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 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 science-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan.
The Administrative Assistant I - Librarian will work Monday to Friday, 8:00 AM to 5:00 PM.
Coordinates the campus activities of the Facility Competency Training & Development Library’s for the Vernon Campus of North Texas State Hospital. Orders requested publications, books, continuing education, etc. Maintains appropriate classification of all books, periodicals, etc. Provides staff with list of periodicals and provides a system for distribution of same. Will monitor the internal transfer list and communicate with supervisors at NTSH when to complete new #444 forms, transfer evaluations, and when to send employee files to new supervisors. Maintains all centralized files for Admin Support. Is responsible for the creating of new files, the filing of new information and upkeep for these files. As well as maintain the terminated files. Is responsible for the purging of terminated files in order to ensure copies of required documents are maintained per the records retention policy in a manner that allows for adequate space for newly terminated files. Will maintain the 6-month employment list for the Rehab department. Will assist employees at NTSH during the separation process, while acting as a liaison between the supervisor, TA, and Admin Support. Will coordinate with the Wichita Falls campus Librarian for coverage while utilizing scheduled time-off. Along with the Wichita Falls campus librarian, will facilitate Continuing Education opportunities for NTSH employees. Works under moderate supervision of the Director of the Facility Competency Training and Development Department, with limited latitude for the use of initiative and independent judgment. There are no job titles or functions directly supervised by this position. There is no financial responsibility but is accountable for assigned property.

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.
Provide services through the Staff Library, to include, but not limited to: Assemble, classify and index data in accordance with Library of Congress and National Library of Medicine (NLM) methods. Maintains circulation system by scheduling, charging, and discharging materials; maintaining accurate records; shelving materials; clearing terminating employees. 20%
Accept campus assignments for data collection and reporting, committee assignments and other departmental related duties resulting from requirements of curriculum, surveying agencies and business necessity. 10%
Maintains subscriptions list to monitor status of subscriptions to avoid lapse in receipt of periodicals. Develops and maintains accurate data base for subscription budget. 5%
Process orders and facilitate with the Accounting Department for payment of library materials. Establish and maintain interlibrary loan services with Austin State Hospital. 5%
Maintains library files, records and materials. Assist patrons in locating materials/library procedures. 5%
Develop campus system of providing interested staff with tables of content of periodicals and a system of distribution of articles to interested staff. 5%
Will monitor the internal transfer list and communicate with supervisors at NTSH when to complete new #444 forms, transfer evaluations, and when to send employee files to new supervisors. 10%
Responsibility to attend all department QIT meetings as the recorder when held on the Vernon campus. 8%
Will assist employees at NTSH during the separation process, while acting as a liaison between the supervisor, TA, and Admin Support. 10%
Maintains all centralized files for Admin Support. Is responsible for the creating of new files, the filing of new information and upkeep for these files. As well as maintain the terminated files. 5%
Assist the FCTD Director in the annual review of the administrative policies and procedures related to the staff library and electronic continuing education opportunities. 1%
Facilitate dual campus continuing education programs: comnets, satellite programming and facility sponsored workshops alternating sites. 10%
Will provide extensive Administrative Support for the planning and preparation of the Annual NTSH Forensic Conference, to include creation and distribution of the "Save-the-Date", creation and distribution of the registration forms, set-up and tear down and additional duties as assigned during as well as creation and distribution of CEU certificates upon completion. 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. 1%

Knowledge Skills Abilities:
Knowledge of automated office systems.
Knowledge of data management functions.
Ability to communicate effectively both orally & in writing.
Ability to train.
Ability to analyze and solve work related problems.
Skill in dealing with the public.
Ability to prioritize and manage tasks independently.
Ability to maintain strict confidentiality.
Skill in establishing and maintaining effective working relationships.
Ability to use Windows based programs such as Word, PowerPoint, Outlook, etc.
Ability to operate basic office equipment and audio/visual equipment.
Ability to work both within a team environment and independently.
Ability to exercise good judgment and is recognized as a model for others in demonstrating the mission and values of NTSH and HHSC.

Registration or Licensure Requirements:
Must possess valid Texas driver’s license or obtain it no later than 90 days after hire date. Employees with an out-of-state driver’s license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.

Initial Selection Criteria:
Graduation from a standard senior high school or GED equivalent.
One (1) year of experience in administrative support work.

Additional Information:
This position has dual-campus responsibility with travel required.
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.
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 patients. 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.
All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.
COVID-19 Precaution(s):
Personal protective equipment required and provided
Temperature screenings
Social distancing guidelines in place
Sanitizing, disinfecting, or cleaning procedures in place
Vaccines available for employees

MOS Code:
There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. 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.