Administrative Asst Iii

4 weeks ago

Austin, United States Health & Human Services Comm Full time

**Essential Job Functions**:
Attends work on a regular and predictable schedule in accordance with agency leave policy.- EJF2. Responsible for keeping program data tracking lists current within program system. Tracking lists include enrollment forms from all incoming volunteers, as well as required annual renewal forms for all active volunteers. Once collected, the information must be entered into specified tracking lists. In addition to volunteer information, this position is responsible for the data entry of service plans for those children served by FGP volunteers. Data entry is continuous due to the fluctuation of program enrollment/dismissal for both volunteer and children served. Attention to detail is imperative in that any incorrect data reported can result in the loss of federal funds (20%).
- EJF3. Responsible for the filing and record keeping of Foster Grandparent volunteer files, as well as Volunteer station files in accordance with AmeriCorps. Activity involves the following: Filing of all program forms for participating volunteers, tracking annual renewal dates for each volunteer so that they remain in compliance with federal guidelines; mail out of annual renewal reminders for all enrolled volunteers; tracking renewal dates for Volunteer Station Memorandum of Understanding Agreements and filing all incoming correspondence from volunteer stations and volunteers (15%).
- EJF4. Assists with intake process/training of incoming volunteers as needed. Intake process involves providing volunteers with enrollment paperwork, scheduling criminal history appointments, as well as, reviewing program handbook (10%).
- EJF5. Responsible for tracking incoming data which include child tracking forms, annual child progress reports, program satisfaction surveys and volunteer performance evaluations. Issues that arise most often, involve collecting the required data from the volunteer station sites in a timely manner to meet reporting deadline requirements (5%).
- EJF6. Assists with the coordination of monthly volunteer in-service meetings, FGP events and activities, as well as special projects as assigned by AmeriCorps (10%).- EJF8. Prepares fliers, newsletters, invitations, banners, calendars, birthday cards, certificates, and awards as needed (5%).
- EJF9. Attends required conferences and FGP/HHSC training as designated by FGP Manager (5%).
- EJF10. Performs general office duties such as ordering supplies, answering and routing phone calls (5%).
- EJF11. Serves as point of contact in the absence of the Volunteer Services Coordinator (5%).**Knowledge Skills Abilities**:
Knowledge of office and administrative practices and procedures.- Skill in effective communication both verbally and in writing.
- Skill in working collaboratively and cooperatively with diverse groups.
- Ability to operate standard office equipment such as fax, copier, projector, calculators.
- Ability to review work for accuracy, to accurately perform detailed numerical work, and to make arithmetical computations.
- Ability to interpret rules, regulations, policies, and procedures.
- Ability to communicate in a courteous and professional manner.**Registration or Licensure Requirements**:
N/A

**Initial Selection Criteria**:
Graduation from an accredited high school or GED, plus two (2) years of work experience in office administration. Each year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year-for-year basis. Experience in the use of standard office equipment and software including Word, PowerPoint, Excel, and Microsoft Outlook. Experience in data entry.

**Additional Information**:
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud overpayment with an outstanding balance must agree to repay the overpayment balance as a condition of employment.- The posted salary range reflects the minimum and maximum allowable by state law. Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual Chapter 7.- HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.**MOS Code**:
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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