Administrative Asst II

Job Description:
Administrative Asst II
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 Unit Administrative Assistant II performs advanced-level administrative support work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work, including but not limited to, typing general correspondence for professional scheduling, attending and preparing minutes for the unit meetings, case conferences, and dangerous review board meetings. Prepare daily census and vacancy reports, initiate assignment sheets on patient admit or transfer. Completes all travel request and vouchers for the unit. Compiles completed records and maintains records of the unit's mandatory training along with the training rosters. Orders supplies and ensures they are organized. Other duties may require coverage of Unit Clerk I, II, III, Adm. Asst. I duties, assisting unit director in preparing reports. The Administrative Assistant II types correspondence, reports and minutes using Microsoft Office software, completes weekly and monthly reports and audits. Works under the supervision of the Unit Administrative Assistant III, with minimal latitude for the use of initiative and independent judgment. The Administrative Assistant II has no financial responsibility but is accountable for assigned property. Must understand that duties, location of job assignment, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. They will maintain a level of care for all patients. Must understand that duties may include exposure to blood or other potentially infectious materials. Supports the mission and vision of the facility. Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Performs other duties as assigned in order to ensure services are provided. 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. Other duties as assigned includes backing up other positions within the department at % of work time at the discretion of the director. This includes, but is not limited to, extended sitting, computer-based duties, extended typing, running errands to multiple campus locations and sorting/filing paper documents. Duties, location of work and shift pattern are subject to change as determined by administration in order to meet department and hospital needs. Essential Job Functions:
Audits, files and thins medical record documents and prompts completion of documentation tasks to ensure compliance with policy.

Tracks unit tasks to ensure the task is completed according to policy or supervisor instruction

Complete and distribute patient transfer, census and vacancy reports daily. Assign staff to assignments of assessments due on newly admitted patients

Completes, types, reviews and submit report. Coordinates unit meetings and takes minutes.

Ensures unit has and can access necessary supplies.

Initiates work orders for necessary repairs/renovation of assigned buildings; submits work orders for issuance of keys to unit staff, submits work orders to coordinated office moves as requested to maintain a safe and efficient work environment

Provides general clerical support to unit.

Serves as back up to the Administrative Assistant III.

Performs other duties as assigned in order to ensure that services are provided. 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. Other duties as assigned includes backing-up other positions within the department at % of work time at the discretion of the director. This includes, but is not limited to, extended sitting, computer-based duties, extended typing, running errands to multiple campus locations, and sorting/filing of paper document Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures.

Ability to communicate effectively and to train others.

Ability to implement administrative procedures; to interpret rules, regulations, policies and procedures; to communicate effectively; and to train others.

Ability to be trained on and conduct Treatment Intervention and Protection Strategies (TIPS).

Skills to operate a computer and utilize software such as Outlook, Microsoft Office Word and Excel.

Skills to set priorities and goals for accomplishing workload within limited timeframe.

Skills to perform tasks with a high degree of accuracy and pay close attention to detail.

Skills in verbal communication with general public and team members.

Ability to analyze and solve work problems, and to obtain and sustain the cooperation of others.

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