Administrative Asst Ii

2 weeks ago

Houston, United States Health & Human Services Comm Full time

Performs advanced administrative support or technical program assistance work for Program Managers. The Administrative Assistant position requires high-level of confidentiality, tact, diplomacy, and planning to accomplish assignments, while working efficiently and independently. Requires knowledge of internal software and policies. Common tasks include but are not limited to general office duties, scheduling, receptionist duties, maintains filing, record-keeping, and records management systems and assists with special projects as requested. More complex administrative tasks include but are not limited to disseminating information, monitoring lists, and compiling reports, compiling data for spreadsheets, charts, graphs, and databases with mínimal error. Administrative Assistant attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned with moderate supervision. Will require travel to other offices. Hold and attend meetings with other clerical staff throughout the region.**Essential Job Functions**:

- Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
- Serves as reception and schedule coordinator (including travel arrangements for CCSE Program Managers, Supervisors and Community Care workers.
- Communicates on an intermediate level with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve/report problems or complaints.
- Opens, dates, sorts, or distributes mail (for example, incoming/outgoing mail, reports, documents, printouts).
- Prepares and proofreads correspondence, forms, or other documents (for example, letters, memos, purchase vouchers) using a personal computer.
- Enters data into various automated systems.
- Orders and maintains inventory of assorted items (for example, supplies, forms, furniture, and equipment).
- Prepares intermediate level ongoing or special narrative or statistical reports.
- Maintains confidential records, files, or logs (for example, administrative, personnel, contract, correspondence, forms, documents, purchasing, case files, tracking logs) including filing, retrieving, or purging.
- Provides intermediate level technical assistance to others (for example, staff, contractors, volunteers, administrators) on policies, procedures, rules, regulations, standards, or requirements.
- Performs administrative or support work for assigned area (for example, drafting correspondence/documents, tracking assignments, completing forms/reports, explaining rules/procedures).
- Schedules and/or plans meetings, training sessions, by contacting staff and scheduling dates, times.
- Other duties as assigned.

**Knowledge Skills Abilities**:

- Knowledge of office procedures and processes.
- Knowledge of CCSE policies.
- Knowledge of spelling, punctuation, grammar, and arithmetic.
- Ability to understand and carry out moderately complex oral and written instructions.
- Ability to maintain departmental records and maintain confidentiality.
- Ability to effectively communicate orally and in writing.
- Ability to set priorities, establish timeframes, and meet deadlines.
- Ability to establish and maintain effective relationships with individuals receiving services, and requesting services for co-workers, contract agency staff, and staff from other federal or state agencies.
- Ability to operate computer and general office equipment.
- Ability to demonstrate initiative and offer suggestions for improvement.
- Knowledge of interviewing techniques to obtain personal information, to make inquiries, and to resolve conflicting statements.
- Knowledge of resources that serve individuals who are older or have a disability.

**Registration or Licensure Requirements**:
**Initial Selection Criteria**:

- High School diploma or GED equivalent is required.
- Must have skills in advance secretarial duties which include exceptional customer services, public communication, and effective organizing, tracking, and developing automated documents.
- Must be willing to travel 30% of the time to attend training, meetings, and to provide support to other offices.
- Application reflects ability to communicate effectively in writing (spelling, grammar, and punctuation).

**Additional Information**:

- This position in not eligible for telework at this time but telework may become available in the future
- Occasional overtime and/or extended work hours may be needed for the position.

**MOS Code**:
None- HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.-
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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