Administrative Asst Ii

4 days ago

Austin, United States Dept of State Health Services Full time

Administrative Asst II
- Administrative Asst II This position is responsible for performing complex word processing and computer related work with agency forms and compliance correspondence. Interprets instructions and assumes full responsibility for accuracy and completeness of prepared documents and reports. Coordinates, maintains, and updates records in filing systems and databases related to the Remote Inspections. Receives requests from registrants, the general public, state organizations and officials and forwards them to the appropriate personnel. May assist in planning topical meetings and conferences. Assists in the developing, updating and maintaining administrative policies and procedures. Prepares a variety of reports. Processes incoming and outgoing mail. Performs training of new personnel. Works under moderate supervision of the X-ray North Group Manager with limited latitude for the use of initiative and independent judgment. May be assigned as a member of the Agency's Radiological Emergency Response Team.

**Essential Job Functions**:
This position creates complex compliance correspondence including Notices of Violations, Inspector Evaluation Forms, Inadequate Response Letters, Adequate Response Letters, Second Notices, Remote Inspection Solicitations and Interoffice Correspondence. The position will track responses to compliance actions using the Division data base to assure timely responses from registrants. Receives and forwards responses to Notices of Violations to Technical Reviewers. Makes appropriate copies, mails original documents and routes copies to appropriate staff and file room. Assembles documentation and forwards compliance actions through the Branch Manager to the Escalated Enforcement Program as directed by the technical reviewers. Creates forms, and reports utilizing Microsoft Word, and Excel. Updates existing inspection and compliance information stored on the Division database. Assembles inspection reports and data received into complete response packages for technical review. Answers department phone, and connects callers to the appropriate personnel. (50%)
- Coordinates, maintains and updates databases regarding the status of inspection, compliance correspondence, and various statistics related to the x-ray and remote inspection program. Researches data and makes appropriate corrections when errors are found during review, or reported by inspection, or central office staff. Assists in developing, updating, and maintaining administrative policies and procedures. Receives and forwards written and verbal (phone) requests from registrants, the general public, state organizations, and officials to the appropriate personnel. Answers moderately complex questions, from the public, and registrants about Agency rules and policies. (30%)
- Using information in computer databases prepares reports, including monthly reports of the number of inspections performed by inspectors and any outstanding inspection reports. Prepares other reports as directed by supervisor. Composes, interprets, and disseminates information on the agency's programs and procedures. Receives and distributes group mail. Prepares outgoing mail for pickup. (15%)
- Performs specialized support work and participates in the planning and execution of Staff Meetings. Assists in researching, writing, designing, or editing agency publications such as brochures, forms, manuals, and charts. May train new administrative personnel on job duties. 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.(5%)

**Knowledge Skills Abilities**:
Knowledge of English, grammar, punctuation, and spelling appropriate for business situations. Skilled in proofreading, and editing documents. Skilled at using advanced word processing formats. Skilled in using computers, Microsoft Office Programs including, but not limited to, Word, Excel, and Power Point. Skilled in entering data, and data retrieval in various environments. Skilled in telephone communications. Ability to use technical documents, and reference materials. Ability to follow verbal, and written instructions. Ability to perform work with mínimal instruction/supervision. Ability to organize and prioritize workload, and meet deadlines. Ability to deal tactfully, and diplomatically with the public, registrants, co-workers, and supervisors. Ability to establish and maintain effective working relationships with co-workers, and managers.

**Registration or Licensure Requirements**:
None

**Initial Selection Criteria**:
Experience in composing, editing, and proofing documents, administrative correspondence, letters, memos, etc. Experience in tracking and distributing correspondence and/or documents. Experience in scheduling

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