Clerk III

Job Description:
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.

Performs advanced (senior level) clerical work for the Churchill Unit in areas such as inventory control, statistics, employment, human resources, purchasing, and accounting. Work involves coordinating clerical activities such as compiling and tabulating data, checking documents for accuracy, handling and transporting documents and/or stock and inventory, and maintaining files. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Keeps calendars, coordinates meetings and prepares minutes. Does research related to purchase of needed items. Coordinates employee paperwork to support the smooth operation of the unit. Under the direct supervision of the Program Director.

Performs other duties as assigned. 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. Essential Job Functions:
Attends work on a regular basis and may be asked 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.

Coordinate Meetings and Events
Description: Assists the program in coordinating meetings, taking notes, preparing and distributing agendas and minutes. Helps to coordinate Quality Walkthroughs, Program Risk Assessments, and other administrative group activities that require scheduling, notes and action follow up.
Measurement: Coordinates QIT meetings, including agendas and minutes, so that the QIT can smoothly function. Assists the Program Director in scheduling other appointments and meetings, as needed, and monitors the Program Director's calendar to assist in smooth administration of the program. Schedules and calendars that are maintained are done so in a manner that up-to-date information can be easily accessed when needed.

Supporting Program Organization and Documentation
Description: Oversees the receiving, storing, and issuing of files, materials, and supplies. Oversees the completion of work orders. Assists with tracking of program related workload and the maintenance of databases.

Measurement: Works with the Program Director to insure that the unit has the materials it needs to be able to provide patient care. Performance indicates a willingness to make contacts and follow up, as needed, to determine the status of work orders, items ordered, etc. Has work organized in such a way that others can determine the status of things that are in process and Churchill Unit can gather data on work orders, as needed. Maintains program files in such a manner as to ensure that the information is easily accessible. Maintains databases and compiles charts and graphs in Excel. Ensures that mail is gathered and distributed.

Support for Personnel Activities
Description: Provides support to administrative activities related to personnel issues.

Measurement: Helps screen applicants, schedule interviews, prepare paperwork related to hiring. Keeps data on employee performance evaluation completion and training completion, as requested. Locates employees to relay information. Assists employees with access to needed services and resources within NTSH. Answers phone calls and either assists callers or routes callers to someone who can assist to support smooth functioning of unit operations.

Other Duties as Assigned to Support Program Effectiveness
Description: Will participate fully with other duties as assigned that will support the effectiveness of the program. This includes regularly assigned things such as keeping personal required training up to date, participating in Continuity of Operations (COOP) as required throughout the year, assisting the program physician with typing and filing Certificates of Medical Examination (CMEs) and other duties that are assigned by the Program Director which are consistent with the employee's classification and role.

Measurement: Training is completed timely with minimal prompting at least 90% of the time. Information is provided for COOP call back plan and participates as requested in any implementation of the disaster call back plan. Completion of other duties as assigned with a positive attitude and general accuracy and timeliness. Knowledge Skills Abilities:
Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic; of business or program terminology, methods, and procedures; of warehousing procedures; of state purchasing policies and procedures; and of records administration and maintenance techniques and procedures.

Skill in using a personal computer and office equipment.

Ability to prepare and maintain records, files, and reports; to transfer stock from one location to another; to make arithmetic computations; to communicate effectively; and to train others.

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