Administrative Support Clerk

Job Description:
Administrative Asst III
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 Administrative Assistant III reports to the Chief Financial Officer (CFO) / Director of Fiscal and Support Services and performs advance complex (senior level) administrative support and technical program assistance. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Works under moderate supervision of the CFO, with latitude for the use of initiative and independent judgement. May provide assistance to complete special projects, prepare reports, organize resources, analyze information and make recommendations for process improvement. Assists in developing administrative policies and procedures for dissemination of information, maintaining record-keeping and filing systems, and managing the flow of administrative and technical documents. Plans and coordinates meetings, conferences and seminars when necessary. Essential Job Functions:
Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Provides assistance in managing workflow of Fiscal and Support Services office. Performs advanced technical/support work. Disseminates information on the agency's programs and procedures. Tracks administrative assignments, monitors correspondence, develops and edits business documents for review and assists in compiling responses throughout all levels of authority. Establishes a system to prioritize and process written/automated information to and from the Business Regional Office
Ensures prompt and accurate resolution to a wide variety of inquiries from internal and external stakeholders. Assists CFO along with all levels of staff with the day-to-day support operations. Distributes information to other internal and external managers as determined necessary. Coordinates and prepares advanced correspondence, reports, studies, and forms. Compiles and analyzes data, makes calculations and prepares reports. Monitors time schedule of the CFO and recommends/designs appointments to accomplish interaction with internal professionals and external agents.

Monitors telecommunications within Rio Grande State Center (RGSC) Facility to prioritize services to other professionals/users, and internal team members

Assists in maintaining necessary supplies for departments and backs up for hospital. Checks departmental supplies monthly and maintains needed items through Purchasing Requisition Forms (PRFs). Assists in obtaining non-routine supplies for department. Arranges for appropriate storage of supplies, etc. on the day of arrival. Maintains skills in use of People-Soft Financial, Materials Inventory Management System (MIMS) and Computer Aided Facility Management (CAFM) work order entry requests in a timely and complete manner, notifying appropriate staff of need for further action
Maintains security and appropriate use departmental credit cards following local and Health and Human Services Commission (HHSC) accounting rules. Analyzes incoming mail and routes mail not requiring supervisor's attention to appropriate staff. Protects patient and employee records against unauthorized release, loss or deletion of data. Manages clerical/secretarial workflow and process for effective task completion. Arranges travel and completes travel documentation withing time frame established by agency policy

Interfaces with callers and visitors in a professional manner while preserving patient confidentiality. Responds to inquiries (Internal and External) regarding technical programs and/or administrative regulations, policies and procedures. Provides timely and accurate response to all inquiries. Accepts calls of inquiry and transfers calls or takes messages explaining confidentiality of rules
Maintains files & records, some confidential in nature. Ensures correspondence & records are accurately organized & filed as well as safeguard/secure confidential material in accordance with records management guidelines
Maintains computer tracking of performance evaluations, credentials, in-service/trainings & attendance for departmental employees. Maintains filing of non-computerized information for easy accessibility emptying file box on a weekly basis. Develops required databases and filing systems for departmental data that provides for prompt retrieval of data requested by supervisor. Realigns files as necessary for ease of tracking. Purges files and other records as necessary in accordance with record retention
Other duties as assigned include but are not limited to administration and fiscal services. Provides training on tasks to new employees in the same role.

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. Knowledge Skills Abilities:
Knowledge of clerical and financial procedures; proper use of spelling, punctuation, grammar, and arithmetic; of business and financial policies and procedures; and of records administration and postage procedures. Knowledge of administrative procedures/skills in setting up and maintaining records and files both electronic and hard copy.

Skill in using a personal computer. Microsoft applications to include proficiency in Excel, Word, and Outlook. Knowledge with Adobe Acrobat Pro along with the use of 10 key calculator data entry.

Ability to prepare and maintain records, files, and reports; to work as a member of a team; Skill management; to make arithmetic computations; to communicate effectively; to take initiative; compile and analyze data; evaluate administrative practices; and to train other employees.

Knowledge of clerical and financial procedures; proper use of spelling, punctuation, grammar, and arithmetic;

Knowledgeable in Adobe Acrobat Pro along with the use of 10 key calculator.

Ability to prepare and maintain records, files, and reports; to make arithmetic computations; to communicate effectively; and to train other employees.

Knowledge of local, state, and federal laws and regulations relevant to financial operations of a public entity is preferred.

Ability to communicate effectively in answering questions and assessment of data.

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