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Administrative Asst II
2 months ago
Administrative Asst II - ADOP/DRS
The Administrative Assistant to the ADOP serves as the central contact point for phone calls and visitors to best address their needs. Also serves as the contact person for all appointments and visitors for the ADOP. Performs administrative
support or technical program assistance work. Work involves disseminating information and performing internal administrative support work. Maintains filing, recordkeeping, and records management systems. Prepares and distributes correspondence, reports, forms, and documents. Develops and maintains spreadsheets for tracking systems. Works under the general supervision of the ADOP with some latitude for the use of initiative and independent judgment.
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. Acts as the central point of contact for the ADOP and DRS. Screens phone calls and appointment requests to determine if call/visit to the ADOP is justifiable or should be referred elsewhere. Refers callers/visitors to the appropriate staff to address concerns/questions/inquiries.
2. Plans meetings and prepares agenda/takes minutes for the following groups/meetings:
LOS Committee, ADOP staff meetings, and others as requested/assigned. Minutes are distributed to appropriate facility and State Office staff and kept on file.
3. Develops spreadsheets and tracking systems, enters data, generates reports on data collected and organizes data collection for monitoring systems such as employee compliance with mandatory training, employee time certification compliance and others as assigned.
4. Monitors deadlines and assignments in order to comply with requests from State Office and other agencies.
5. Monitors messages and mail for ADOP. Initiates and types outgoing correspondence in order to provide necessary communication with consumers/stakeholders.
6. Ensures the ADOP calendar is current by scheduling appointments and meetings and assisting in the utilization of time management.
7. Serves as point of contact for residents, family members, employees, state office inquiries, HHSC PI, HHSC Regulatory, OIG, and the general public.
8. Manages other confidential assignments as directed by the ADOP and other Executive staff as assigned.
9. Serves in a backup capacity for the Director’s Administrative Assistant when she is out of the office.
11. Performs special assignments as requested.
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:
Graduation from an accredited high school. Knowledge of office practices and administrative programs. Use of standard office equipment and software. Experience on personal computer and the Microsoft package. Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to effectively communicate both orally and in writing, and to train others.
