Administrative Asst III/SSLC

1 month ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Administrative Asst III

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. Learn About Our State Supported Living Centers

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 annuity as 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

This Maintenance Administrative Assistant III reports to the Plant Maintenance Manager and works in collaboration with other administrative and technical staff within the department to help ensure the department is run effectively.

The Maintenance Administrative Assistant III additionally coordinates maintenance activities with other divisional units such as the Rio Grande State Hospital, out Patient Clinic and other Texas Agencies such as South Texas Lab, Texas Department of Licensing and Regulation.

This Maintenance Administrative Assistant III responsible for various administrative activities such as serving as the CAFM specialist, DRRS Specialist, Key Control Manager.
In addition, they serve as the CMS and Joint Commission Documentation Manager, and Payment Invoice coordinator for the department. This position also serves as the lead staff who obtains approvals for maintenance expenditure requests from the Rio Grande SSLC Executive Administration.

This Maintenance Administrative Assistant III serves as the primary agent for the CAFM program (Computer Assisted Facilities Management). Which is directly responsible for maintaining the current FAS (Facility Assessment Survey) data. The program support duties will also require serving as a focal point for system input modification and for interface responsibilities between Rio Grande State Center plant maintenance other Rio Grande State Center customers and Central Office Maintenance and Construction personnel.

This position also requires a high degree of initiative and judgement in performing these support duties. Work requires driving to other areas as needed. Other duties may be assigned as necessary. Must have a Valid Texas Driver’s license with less than 10 points against record as per TDHHSC.
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.

Has responsibility of protecting state property from pilferage, theft, or manmade destruction.

Serves as the primary contact for the CAFM (Computer Assisted Facilities Management) specialist creating, processing, completing and filing preventive or 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.

Has responsibility of protecting state property from pilferage, theft, or manmade destruction.

Serves as the primary contact for the CAFM (Computer Assisted Facilities Management) specialist creating, processing, completing and filing preventive or corrective work orders in the CAFM10 work order system for the Rio Grande State Supported Living Center, Rio Grande State Hospital, South Texas Lab, and Out Patient Clinic.

Performs advanced administrative and support work, for both regular assignments and facility projects in the Maintenance Department (e.g., drafting documents, forms, reports and correspondence) using CAFM10 and Microsoft Products

Assists the Plant Manager in compiling & submitting data for requisitions.

Serves as the primary contact for key control access requests, key distribution and record keeping of key control logs for all employees.

Professionally communicates with internal and external customers to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.

Reviews and submit all maintenance on-call logs to Executive Administration and Payroll for voucher requests.

Serves as the backup to collect vehicle mileage logs and monitors the Fleet Anywhere program to assure data is current and accurate.

Serves was the backup to ensure maintenance staff complete Procurement Credit Card Transaction Logs with accuracy and delivers to Rio Grande SSLC Executive Administration by the established deadlines.

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.

This position is required to drive a state-owned vehicle.
Knowledge Skills Abilities:
Must be able to understand and interpret policies and procedures clearly and accurately.

Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.

Ability to exercise sound judgment and make decisions in accordance with the established policies and procedures.

Must have the ability and knowledge to follow oral or written instructions.

Must have the ability to type accurately, compose effective correspondence.

Must be able to recognize and protect state property from pilferage, theft or manmade destruction.Must have the ability to establish and maintain effective working relations with supervisors, peers, co-workers and subordinates.

Must have the ability to input all work done to state vehicles into the Fleet program.

Must have the ability to maintain accurate paper records.

Ability to establish and maintain effective working relationships with customers, peers, management, and external contacts.

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