Job Description
The Administrative Assistant I, performs entry-level administrative support and/or technical program work for Vocational Services. The Administrative Assistant I is the lead employee in the completion of the client payroll and in the provision of clerical services such as handling correspondence, documents, performing complex data entry, answering, and routing calls, taking messages, greeting, and directing visitors. The Administrative Assistant I work under the direct supervision of the Vocational Director at Richmond State Supportive Living Center. The Administrative Assistant I have no supervisory responsibilities. Other duties include, but are not limited to reception duties, timekeeping, maintaining office inventory, ordering specialty and warehouse items, the coordination of confidential information, and other duties as assigned. Works under close supervision with minimal latitude for the use of initiative and independent judgement. Completion of work requires originating new methods and/or techniques and decisions are varied based on well-defined principles. The Administrative Assistant I is accountable for assigned property. The shift is generally, 8:00 a.m. to 5:00 p.m., Monday thru Friday. Some flexible hours may be required to complete special assignments or end of the month processing. Other duties as assigned include but are not limited to actively participating and/or service 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.
Essential Job Functions
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(5%)
Complete individual payroll promptly and accurately as prescribed in the Vocational Payroll Policy and Procedures and in accordance with the Department of Labor Laws. Submits completed information for billing to Accounting as prescribed in the Vocational Payroll Policy and Procedures. (40%)
Establish and maintain positive, supportive relationships with individuals served, co-workers and individual family members. Work harmoniously with others and assist when requested or needed. Establish and maintain effective, positive and courteous communications with customers regarding contract and production information, and purchase orders. (30%)
Establish and maintain practices that ensure the accurate and timely flow of written and verbal communication within and between departments. (5%)
Inventories, organizes and initiates supply orders from the warehouse and maintains the storage room. Order office supplies and specialty items as needed for the department. (5%)
Ensure environment is free of safety hazards by correcting any hazards found and reporting them to the supervisor, housekeeping, or maintenance. (5%)
Continually enhance job performance by participation in career growth and development activities by participating in mandatory facility training for maintenance and competence development. (5%)
Become familiar with and abide by the rules of the agency and facility policy, procedure, and guidelines. (5%)
Knowledge Skills Abilities
Knowledge of office practices and administrative procedures. Skill in the use of standard office equipment and software. Ability to communicate effectively. Ability to perform quality control checks on data entry by department staff. Knowledge of payroll guidelines and processes.
knowledge with office operations including, but not limited to handling correspondence, documents, answering and routing calls, taking messages, greeting, and directing visitors. Must possess a knowledge of client payroll, vocational services, and data entry.
Registration Or Licensure Requirements
None
Initial Selection Criteria
High School diploma.
Some college credit preferred
Additional Information
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. Must be willing to work weekends and holidays.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
MOS Code
There are no Military occupations 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 additional 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.
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