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Administrative Asst I

3 months ago

Corpus Christi, United States Texas Department of Aging & Disability Services Full time
Job Description:
Administrative Asst I - Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence.
The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state.

The state of Texas offers many benefits to employees. HHSC is a qualifying organization for the Federal Public Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making qualifying monthly payments. We also offer excellent health benefits, a lifetime monthly retirement annuityas well as (k) and Programs under the Employees Retirement System of Texas.
If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you

The Administrative Assistant I will perform advanced secretarial work under the supervision of the Director of Habilitation Therapies, requiring application of varied complex work methods and procedures. Work requires familiarity with the computer and Microsoft Office applications, as well as regulations controlling the department, its functions, policies and procedures and the making of minor decisions in the application of such regulations. Work is subject to review. Unusual work problems are referred to supervisor. Performs routine and some complex clerical work. Daily duties involve answering correspondence, inventory of office supplies, ordering supplies, distributing mail, giving information, maintaining records and files, and preparing routine reports and maintain time sheets for HT department. Works under moderate supervision with limited latitude for the use of initiative and independent judgment. Answer routine inquiries explaining procedures, rules, and regulations. Coordinate flow of correspondence and other materials. Perform word processing and data entry on computer. This position is responsible for working cooperatively with the six departments under Habilitation Therapies as well as other departments on campus and for ensuring harmonious working relationships with supervisors, subordinates, and co-workers to facilitate work and flow of information. 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.

1. Serves as administrative assistant to the Director of the Habilitation Therapies by performing routine/special duties as assigned (i.e., maintaining calendar of scheduled meetings, taking minutes, transcribing letters, memos, progress notes, physical assessment, staffing summaries, etc.) and picks up mail from Administration Building twice a day.

2. Performs transcription of orthopedic notes accurately and legibly.

3. Distributes incoming and outgoing Inter-Departmental mail to ensure communication is accurate and timely between departments. Answers telephones and relays information to ensure efficient communication Files documents and reports to ensure updated record keeping. Orders supplies for HT department that are warehouse stock (supply) and off campus to ensure that department is functioning efficiently. Copies documents and reports to ensure paper work is being efficiently distributed. Coordinate flow of correspondence and other materials. Performs special assignments as assigned by the HT director.

4. Serves as representative for the HT department in committees, routine and special meetings (i.e., department meetings, charitable campaign) takes notes and distributes minutes.

5. Types travel requests as requested by HT personnel and prepare all travel vouchers for Habilitation Therapies personnel.

6. Maintains record of licensure of therapists. Maintains files on direct report employees for HT Director.

7. Maintains timekeeping for the HT department.

8. Maintains hard copy of Policies and Procedures pertaining to Habilitation Therapy Services and assists in preparing and maintaining evidence books for plans of improvement.

9. Oversee due dates for annual assessments and PNMPs and track incoming consults.

10. Performs other duties as assigned by HT Director.

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:
Must have ability to learn various computer programs.
Must have training in typing, transcription, and utilization of a computer word processing program. Must have knowledge of medical terminology.
Must have knowledge/training in standard business practices.
Must have ability to effectively communicate verbally and in writing with people.
Must have ability to set and adhere to specific time frames for task completion.
Ability to type 45 words per minute.
Must have ability to maintain effective working relationships with other staff members.