Administrative Asst III

4 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Texas Health and Human Services Commission (HHSC) seeks highly qualified candidates to fill the Administrative Assistant II position within the Access and Eligibility (AES), Foster Grandparent Program (FGP). AES is driven by its mission to connect Texans to people, services and supports by helping individuals and families in need of food, medical care, cash assistance and other social services. FGP serves a dual purpose in that it provides income-eligible adults, age 55 and older, with meaningful volunteer opportunities, while also meeting critical community needs by serving children with exceptional needs.
The Administrative Assistant III reports directly to the FGP Supervisor and works under the guidance of the FGP Volunteer Services Coordinator to assist with the daily operations of the FGP service area. Responsibilities include complex administrative support work, responding verbally, by email and in writing to inquiries for information regarding the program, assisting with the collection and entry of all program data, and preparing and editing reports and documents. This position also maintains, updates, and organizes files as required by AmeriCorps, serves as point of contact in the absence of the FGP Volunteer Service Coordinator, disseminates program and resource information, and performs other administrative and technical tasks that require limited independent judgment and initiative.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy.
EJF1. Responsible for collecting, tracking and entering volunteer time and mileage into program excel spreadsheet for volunteers. Bi-monthly, this position must collect and process time sheets for each volunteer within 2 days of the 16th and last day of the month and submit to the Volunteer Services Coordinator for review prior to forwarding to State Office for review and approval. In some instances, it involves multiple calls, emails and physical trips to the sites to secure time sheets. Assist in creating documentation for corrective action for those sites/volunteers who continuously do not submit timekeeping as required (10%).
EJF2. Responsible for keeping program data tracking lists current within program system. Tracking lists include enrollment forms from all incoming volunteers, as well as required annual renewal forms for all active volunteers. Once collected, the information must be entered into specified tracking lists. In addition to volunteer information, this position is responsible for the data entry of service plans for those children served by FGP volunteers. Data entry is continuous due to the fluctuation of program enrollment/dismissal for both volunteer and children served. Attention to detail is imperative in that any incorrect data reported can result in the loss of federal funds (20%).
EJF3. Responsible for the filing and record keeping of Foster Grandparent volunteer files, as well as Volunteer station files in accordance with AmeriCorps. Activity involves the following: Filing of all program forms for participating volunteers, tracking annual renewal dates for each volunteer so that they remain in compliance with federal guidelines; mail out of annual renewal reminders for all enrolled volunteers; tracking renewal dates for Volunteer Station Memorandum of Understanding Agreements and filing all incoming correspondence from volunteer stations and volunteers (15%).
EJF4. Assists with intake process/training of incoming volunteers as needed. Intake process involves providing volunteers with enrollment paperwork, scheduling criminal history appointments, as well as, reviewing program handbook (10%).
EJF5. Responsible for tracking incoming data which include child tracking forms, annual child progress reports, program satisfaction surveys and volunteer performance evaluations. Issues that arise most often, involve collecting the required data from the volunteer station sites in a timely manner to meet reporting deadline requirements (5%).
EJF6. Assists with the coordination of monthly volunteer in-service meetings, FGP events and activities, as well as special projects as assigned by AmeriCorps (10%).
EJF7. Assists with Foster Grandparent volunteer recruitment efforts to include scheduling speaking engagements, printing applications and program fliers, as well as, ordering promotional items to distribute during community events. Latitude in securing community resources such as guest speakers or potential community partners that may assist the enrichment of program services. Prepares and disseminates program information. Responsible for conducting presentations in the absence of the Volunteer Services Coordinator (10%).
EJF8. Prepares fliers, newsletters, invitations, banners, calendars, birthday cards, certificates, and awards as needed (5%).
EJF9. Attends required conferences and FGP/HHSC training as designated by FGP Manager (5%).
EJF10. Performs general office duties such as ordering supplies, answering and routing phone calls (5%).
EJF11. Serves as point of contact in the absence of the Volunteer Services Coordinator (5%).
Knowledge Skills Abilities:
Knowledge of office and administrative practices and procedures.
Skill in operating a computer and software applications, including Microsoft Office (Word, Excel, PowerPoint, Publisher, Outlook).
Skill in effective communication both verbally and in writing.
Skill in working collaboratively and cooperatively with diverse groups.
Ability to operate standard office equipment such as fax, copier, projector, calculators.
Ability to review work for accuracy, to accurately perform detailed numerical work, and to make arithmetical computations.
Ability to interpret rules, regulations, policies, and procedures.
Ability to communicate in a courteous and professional manner.

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