Administrative Asst I

2 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Performs administrative support and technical program work relating to Drugs and Food Safety Licensing Branch. Functions as initial contact with the general public, applicants, industry, and other state and federal agencies by answering telephone inquiries regarding general program policies and procedures related to licensing of firms and/or programs. Processes incoming and outgoing mail and maintains an electronic and hard copy filing system related to licensing functions. Performs duties as assigned to assist program area including but not limited to preparing, printing and proofing documents, and entering data to various systems. Works under general supervision requiring personal initiative and personal judgment. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
WORK HOURS WILL BE 8:00AM TO 5:00PM; NON-NEGOTIABLE.

(45%) Serves as the initial contact with the general public, applicants, industry, and other state and federal agencies. Receives all incoming calls utilizing a multi-line telephone system. Consults with applicants, industry, the general public and other state and federal agencies regarding basic program information and regulated firms. Ensures confidentiality of information based on policy. Directs callers to the appropriate individual after determination of need. Takes messages and promptly delivers message to appropriate personnel including the utilization of Outlook Express. Compiles daily, weekly, and monthly telephone data; makes calculations, and prepares reports for the Manager’s review utilizing Microsoft Word, Adobe and Microsoft Excel.

(20%) Receives remittances from the Comptroller’s office and DSHS Accounting office on a daily basis. Reconciles remittance number and fee amounts with application forms for regulated establishments. Stamps, sorts, and distributes all license applications remitted with fees to appropriate Branch personnel. Compiles daily data, makes calculations, and prepares report for the Manager’s review utilizing Word, Adobe, and Excel. Assists with the preparation of license information and application packets to be sent to regulated establishments.

(15%) Serves as mail technician for the Branch. Retrieves, stamps, sorts, and distributes incoming mail daily. Sorts and processes outgoing mail daily. Processes returned mail by researching RAS database as well as utilizing Internet Explorer. Researches document information and updates data in appropriate database program. Formats and mails out correspondence as assigned by manager.
(10%) Maintains processed license application forms by scanning each document into the imaging system. Reviews and maintains filing system for applications, licenses, and related correspondence. Maintains records to include filing, records retention, electronic files, scanning, and records destruction. Maintains files in accordance with the Division’s approved files management plan. Assures that the supply of office stock available is adequate for licensure functions.
(5%) Assists with training Group personnel on multi-line telephone system, scanning, mail and reconciliation of remittance processes. Assists as back-up to Group personnel on an as-needed basis for mass mail-outs, file maintenance, and customer assistance. May provide input for the development and revision of the Group’s procedures regarding requirements for the licensing process. Performs related duties as assigned for the Drugs & Food Safety Licensing Branch.
(5%) Performs other duties as assigned including but 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:
Knowledge of fee processing/reconciliation and automated remittance systems.
Knowledge of Microsoft Excel, Adobe and Word for Windows.
Knowledge of modern office practices and procedures, including document scanning and mail processing.
Knowledge of application processing.
Skill in using multi-line telephones.
Skill in database applications.
Skill in proofreading (i.e. grammar, punctuation, spelling, sentence structure and numeric data).
Ability to deal with customers, general public and governmental agencies in person and by telephone.
Ability to communicate effectively, both verbally and in writing.
Ability to establish and maintain effective work relations and display tact in difficult or stressful situations.
Ability to handle multi-task assignments, including organizing and prioritizing workload.
Ability to work as a team and also independently with minimal supervision.
Ability to schedule leave appropriately taking projects/workloads into consideration.
Ability to follow policies and procedures, including those pertaining to confidential information.

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