Administrative Asst III

Job Description:
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.

Administrative Asst III performs advanced administrative support for the Director of Maintenance. This job is distinguished from similar jobs by the following characteristics: required initiative, organizational problem-solving skills; ability to acquire knowledge of program operations, policies and procedures. Incumbents are expected to work independently and carry out administrative details without requiring the immediate attention of an administrator(s). The position will report to the Director of Maintenance/Facilities and support the daily business operations of the Facility Maintenance Department. Duties include but not limited to acting as a liaison between the Director and other parties, monitoring assigned programs and/or projects within the Maintenance/ Facilities Department coordinating calendars for the Facility Maintenance Department, organize and prepare routine and non-routine meeting correspondence that includes: preparing meeting agendas and handouts; record and transcribe meeting minutes for the Projects Workgroup Committee meetings, process invoices, submit employee time to time administrators, hiring process, Supervisor meetings and provide assistance to other administrative personnel, including CAFM operations. The position will have moderate latitude for the use of initiative and independent judgment to provide routine and advanced technical assistance in support of the maintenance/facilities department. The position will maintain accurate recordkeeping for the Maintenance /Facilities Department that includes: human resource records, Joint Commission documentation, Fire Marshall reports, Life safety reports, department specific training, employee timekeeping and back-up assistance for all internal departments as needed. The position will have access to sensitive material and will be expected to maintain confidentiality of all sensitive material. The position will communicate and provide correspondence for the department and will be expected to provide accurate information that is free of spelling and grammatical errors. This position is required to drive a state-owned vehicle. Performs other duties as assigned. 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. Essential Job Functions:
1. 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.
2. Performs administrative work, for both regular assignments and projects, for the Facilities Maintenance Department. Maintains a variety of records, supplies, calendar, schedules, files, etc. (e.g. employee time reports, fiscal information, energy cost/usage, construction, developer fees, mitigation, work orders, etc.) for the purpose of providing documentation in accordance with administrative and legal requirements.
3. Performs record keeping (confidential and non-confidential) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned administrator with necessary materials.
4. Communicate with facility management, customers, both internal and external to verify information, answer inquiries, address issues, or resolve problems.
5. Prepares a variety of written materials (e.g. correspondence, memos, fiscal and statistical reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
6. Prepares and distributes meeting agenda’s, department specific reports, correspondence, forms and other materials. Collects, maintains and creates reports for Internal and external audits, quarterly reports and annual reports.
7. Maintains and insures permits and licensing for boilers, elevators and SAWS always current and prepares renewals prior to expiration dates.
8. Researches a wide variety of topics (e.g. current practices, policies, building codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements. Maintains department policies, collects and manages data for the Life Safety compliance.
9. Processes documents and materials (e.g. bid packets, contracts, specifications, purchase requisitions, mail, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
10. Provides necessary back up support to the CAFM department to ensure continuity of work order services for SASH and SSLC.
11. Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.
12. Will be assigned to Accident Review Board Case Reviews for facilities maintenance department.
13. Will be an active participant of the Emergency Management support system in support of the department’s process improvement activities. (e.g., drafting documents, forms, and reports, correspondence).
14. 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.
Knowledge Skills Abilities:
1. Knowledge of maintaining records of work order completed and status of work orders in progress, notify facility management team of inspection status and scheduling, vendor requests, estimated costs, and anticipated completion time lines.
2. Knowledge of office practices and administrative procedures.
3. Knowledge is required to perform basic math, including calculations using fractions, percent’s, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.
4. Knowledge in applying HHSC agency/Facilities Department program policies and procedures.
5. Skills in coordinating repair work with co-workers, supervisors and management staff, ensuring maintenance work orders are up-to-date, and providing written notification of repair completions and scheduling. Customer service skills.
6. Skill in the use of standard office equipment and software.
7. Ability to communicate with diverse groups; maintain confidentiality; adapt to changing work priorities; and meet deadlines and schedules.
8. Ability to assist other staff members with large projects as assigned.
9. Ability to participate in staff meetings and trainings, as assigned.
10. Ability to effectively communicate. Apply proper methods, techniques and procedures in administrative duties.
11. Ability to implement administrative procedures; to interpret rules, regulations, policies, and
procedures; to communicate effectively; and to provide guidance to others.
12. Ability to independently work with others in a wide variety of circumstances.
13. Ability to work with data utilizing defined but different processes; and operate equipment using defined methods.
14. Ability is also required to work with a diversity of individuals and/or groups.
15. Ability to problem solve with data that requires independent interpretation of guidelines.

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