Administrative Assistant II
Found in: Talent US 2 C2 - 2 weeks ago
Administrative Assistant II
Under the supervision of the Civil Rights Records Manager, or designee, the Administrative Assistant II performs moderately complex administrative and technical assistance work for the Civil Rights Office (CRO). Processes incoming mail, faxes, emails, and phone calls received through the main CRO mailboxes and phone system. Disseminates information, provides referrals, maintains filing systems of confidential records, prepares reports, and conducts administrative work to support the CRO Records Management Team (RMT). Communicates with internal and external customers, verbally or in writing. Work is performed under general supervision with some latitude for independent judgment. Performs other duties as assigned. Essential Job Functions:
EJF 1. Monitors the main CRO mailboxes daily. Screens incoming correspondence (written or electronic) and phone calls. Transfers HHS and DFPS employment and service-related discrimination complaints, administrative complaints, reasonable accommodation requests, and agency-related inquiries into the RMT queue for assignment and initial processing. Routes other civil rights calls and correspondence to appropriate staff or elevates to Records Manager when appropriate. (30%)
EJF 2. Provides professional customer service to agency staff, clients, and the public. Provides timely and accurate information and referrals on non-civil rights calls and contacts to appropriate staff or programs. Communicates with internal and external customers in writing or over the phone. (30%)
EJF 3. Assists with record keeping and paper and electronic filing systems. Protects the confidentiality of agency and CRO records. Creates, secures, and maintains confidential or sensitive records in accordance with HHSC Records Management policies, procedures, and retention schedule. (20%)
EJF 4. Prepares and submits regular reports of work performed to the Records Manager, including the number of mail, faxes, email, and phone calls received and responses provided. (10%)
EJF 5. Assists in data entry of case information and other RMT activities when necessary. (10%)
Knowledge Skills Abilities:
Knowledge of agency programs, policies, and procedures. Knowledge of administrative procedures related to office and records management, planning, and human resources administration. Knowledge of records management policies, programs, and techniques.
Skill in using standard personal computer and computer software programs including word processing, spreadsheet, email, calendaring, organization software, excel and presentation software as evidenced by formal course work, training and/or previous work experience. Skill in composing logical, clear and concise correspondence using appropriate grammar and punctuation and applying a thorough knowledge of business letter writing formats, style and protocol. Skill in typing from draft, data entry, proofreading, writing skills, communication and organization. Skill in maintaining and organizing filing systems with precision. Skill in maintaining and organizing large amounts of data with precision.
Ability to work independently with little direct supervision. Ability to manage, organize and prioritize multiple tasks. Ability to read, research, and interpret information to provide appropriate referrals. Ability to handle confidential and sensitive information with tact and discretion. Ability to deal with the public and other personnel in person and/or on the phone with a high level of customer service. Ability to keep confidential records and prepare accurate reports from various sources, handle multiple tasks simultaneously and handle interruptions. Ability to analyze and solve work problems and plan and handle administrative issues.
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