Administrative Asst II

4 months ago

Big Spring, United States Texas Department of Aging & Disability Services Full time
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.

The Administrative Assistant II performs routine administrative support or technical program assistance work. Performs work that involves disseminating information, maintaining filing systems, and performing internal administrative support work. Exercises vigilance in maintaining classified materials and avoiding reference to confidential information. Demonstrates tact in receiving visitors. Shows proficiency in assembling and organizing information. Performs with moderate autonomy using limited latitude for the use of initiative and independent judgment under the direct supervision of the ATD Program Director.
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 by supervisor.

Acts as Data Coordinator for department, to coordinate computer locations and moves.
Enters work orders in a timely manner.
Communicates various information for the department with hospital staff and community contacts.
Uses sound judgment in assembling and organizing information.
Promotes good public relations with the patient care units, hospital departments, and the community.
Manages clerical/secretarial workflow and process for effective task completion.
Maintains, gathers, and helps analyze data for the quarterly Governing Body Reports.
Provides oversight for proper record retention for the department, coordinating with the Clerk II and the Clerk III as well as ATD Leadership.
Develops required databases and filing systems for departmental data that provides for prompt retrieval of data requested by supervisor.
Maintains the departmental group observations data.
Assists departmental users with computer applications and troubleshoots any problems.
Maintains the ordering and shopping needs of the department, including maintaining the receipts as well as the procurement card transaction log. Communicates pertinent information, as a representative of the department, via email, phone calls (internal and external), and in person.
Processes contracts for the department. Submits time sheets for contract employees.
Performs as the lead Additional Duty Officer for the department, which includes presenting and/or organizing quarterly departmental in-services; conducting safety inspections and fire drills according to schedule and forwarding the reports of each inspection to the Safety Officer; advising department head, supervisors, and employees on matters concerning specific safety issues; trains new ADSO’s.
Gives orientation to the new staff in the department.
Enters all departmental requisitions.
Maintains the key control log for all departmental keys.
Serves as departmental Data Coordinator, which includes ensuring the departmental staff listing of computer assignments is correct; sending LAN change requests and assisting with Internet Security Agreements; connects and disconnecting computers prior to all moves in order to ensure policy compliance on all automation equipment moves.
Schedules staff training and provides communication of such to staff. Maintains communication with departmental staff regarding delinquent/due iLearn/CAPPS training. Performs as backup coverage for the Clerk II and Clerk III, which can include processing patient payroll, entering class referrals, covering the atrium radio and atrium phone, etc.
Provides greeting and directing of visitors to the department.
Coordinates completion of annual inventory for department.
Improvement Team meetings quarterly. Transcribes/compiles draft minutes of ATD Leadership QIT meetings and submits to Director for finalizing.

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. Knowledge Skills Abilities:
Ability to communicate effectively both orally and in writing
Ability to collect, maintain, and assist in analyzing data
Ability to perform TIPS as related to this position and emergency care skills (Heimlich, CPR, etc.)
Ability to demonstrate excellent computer skills (knowledge of Windows and Microsoft Office programs)
Ability to demonstrate sound judgment making skills.

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