Clerk III

Job Description:
Clerk III

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

The Clerk III reports directly to the Financial Officer at the facility (state hospital or state-supported living center) providing administrative support services. The Clerk III routinely performs advanced (senior-level) clerical work for the financial office in areas of bookkeeping, inventory control, mail processing and fiscal services. Is responsible for the coordinating of clerical activities including the compiling and tabulating of data, checking and reviewing documents for accuracy, handling and transporting facility documents and maintaining accurate files.

The Clerk III has a working knowledge of the HHSC rules and facility policies and procedures, demonstrates the ability to communicate clearly both orally and in writing and provides training as needed to other employees. Completion of job duties requires works under limited supervision with considerable latitude for the use of initiative and independent judgement and provides excellent customer service to all consumers. 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.

Responsible for receiving, sorting, date stamping, and distributing all the campus mail from the post office.
Participates in the daily run to the local post office to pickup and drop off mail.

Receiving, filing, and storing of completed purchase vouchers and journal vouchers (Regional facility) and deposit
vouchers. Coordinates requesting materials, postage, registered mail, packages and other office supplies with
Financial Officer.

Assist in maintaining the storage, tracking log, and release of personal effects. Receive patient personal effects from admissions and/or unit drop-off boxes. Perform annual escheats of patient’s personal effects.

Coordinate with the Accounting Technician II (NRAO) or Accountant I (RBMO) in distribution of payroll warrants.

Distributes cash per patient special requests or client outings. Writes receipts to reflect the source of the funds (petty cash or trust fund) and the purpose of the payment. Receives unused funds back, reconciles the petty cash
box, and communicates with the Accountant I (RBMO) the balances needed to replenish the petty cash.

Prepares daily receipts (call in sheets) and daily bank deposits. Receives funds (cash or check) through mail or at
the cashier window. Writes receipts and pulls all documentation together for the Accounting Technician II to deposit.

Assist the Property Department on their annual asset inventory for all assets in the accounting department. Assist
with canteen inventory (if one on the campus) to inventory the stock at the canteen.

Other duties as assigned include but are not limited to administration, cashiers, and fiscal services. Provides
training on tasks to new employees in the same role. Participate and/or serve in a supporting role to meet the
agency’s obligation 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 clerical and financial procedures; proper use of spelling, punctuation, grammar, and arithmetic; of
business and financial policies and procedures; and of records administration and postage procedures.

Skill in using a personal computer. Microsoft applications to include proficiency in Excel, Word, and Outlook, along with the use of 10 key calculator data entry.

Ability to prepare and maintain records, files, and reports; to transfer client effects or mail from one location to
another; to make arithmetic computations; to communicate effectively; and to train other employees.

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