CCL Administrative Asst III

3 weeks ago

Houston, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Texas Health and Human Services Commission (HHSC) seeks a highly qualified candidate to fill the Administrative Assistant position within the Child Care Regulation program of the HHSC Regulatory Division. This position provides administrative support to Child Care Regulation inspectors and unit supervisors. The position must appropriately handle sensitive and confidential information. This position processes mail, retains a record management system, enters and compiles data, and routinely maintains program communication via telephone calls, emails, and face-to-face interactions with staff and the general public. This position coordinates the purchase, receipt, maintenance, and distribution of office equipment, furniture, and supplies. This position manages the data entry of applications for child care licenses, reviews and processes registered child care home applications, and provides case management of listed family homes under the jurisdiction of Child Care Regulation. This position maintains and improves knowledge and skills related to administrative functions in order to support the mission of Child Care Regulation. Essential Job Functions:
Performs data entry into the Child Care Licensing automated system (CLASS) and other electronic systems. Data entry tasks include entering applications for child care licenses. Processes applications for registered child care homes, including reviewing for accuracy and completeness and conducting searches of relevant databases before an application is accepted. Processes applications and performs case management tasks for listed family homes, including communication with these child care providers, processing any provider changes, tracking fees and background checks, and completing letters for auto-suspensions and revocations. (30%)

Maintains broad knowledge of program functions and requirements to provide program and agency information and/or make referrals to other community resources when triaging calls to agency offices. Professionally handles all incoming telephone calls and greets visitors. Works cooperatively with other building employees to provide rotating, back-up support for switchboard coverage. (30%)

Processes mail by ensuring items are delivered to appropriate recipients and retains a record management system for hard-copy files. Makes copies and compiles packets of information for mass distribution to child care providers. (15%)

Transcribes meeting notes and creates other documents to support the work of Child Care Regulation. Coordinates and schedules meetings and conferences using an automated system. Processes personal and unit travel. (15%)

Coordinates the purchase, receipt, maintenance, and distribution of office equipment, furniture, and supplies. (5%)

Performs other duties as assigned and required to maintain unit operations. (5%)
Attends work regularly in accordance with agency leave policy.

Knowledge Skills Abilities:
Knowledge of:
•Office practices and administrative procedures.
Skill in:
•Establishing and maintaining effective working relationships, both internally and externally.
•Effective verbal and written communication.
•Working in an office supporting several staff members.
•Working independently in a fast-paced environment.
Ability to:
•Understand written and verbal instructions.
•Interact with all levels of staff.
•Research and analyze data from different sources.
•Effectively handle and prioritize multiple assignments in a dynamic environment.
•Maintain confidential information.
•Operate office equipment including computers, phones, fax machines, copiers, scanners and printers.
•Operate word processing software, such as Outlook, Excel, Word and other computer applications.

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