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Office Support Specialist II

2 months ago

Big Spring, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

Are you looking to contribute to a meaningful mission while enhancing your personal and professional growth? Do you value a workplace that emphasizes teamwork, reliability, and inclusivity? The Texas Department of Aging & Disability Services is committed to fostering a diverse environment where employees feel appreciated and supported while delivering specialized services to Texans in need.

If you are passionate about providing compassionate and innovative support, we invite you to explore the details of the position outlined below.


The Administrative Assistant II plays a crucial role in delivering routine administrative support and technical program assistance. This position involves the dissemination of information, maintenance of filing systems, and execution of internal administrative tasks. The role requires a keen sense of discretion in handling classified materials and confidentiality. The ideal candidate will demonstrate professionalism in welcoming visitors and will possess strong organizational skills.

This position operates with a moderate degree of autonomy, exercising initiative and independent judgment under the guidance of the ATD Program Director.


Key Responsibilities:

Regular attendance is essential, and the candidate may be required to adhere to a specific shift schedule, which could include rotating shifts or overtime as per agency policy. Additional duties may be assigned by the supervisor.


- Serve as the Data Coordinator for the department, overseeing computer locations and transitions.
- Timely entry of work orders.
- Communicate departmental information to hospital staff and community partners.
- Utilize sound judgment in organizing and compiling information.
- Foster positive public relations with patient care units, hospital departments, and the community.
- Manage clerical and secretarial workflows to ensure effective task completion.
- Collect, analyze, and maintain data for quarterly reports.

- Ensure proper record retention in collaboration with clerical staff and leadership.

- Develop and maintain databases and filing systems for efficient data retrieval.

- Oversee departmental group observations data.
- Assist users with computer applications and troubleshoot issues.

- Manage departmental ordering and procurement needs, including maintaining receipts and transaction logs.

- Act as a representative of the department in communications via email, phone, and in-person interactions.
- Process departmental contracts and submit timesheets for contract personnel.

- Lead as the Additional Duty Officer, organizing quarterly in-services, conducting safety inspections, and advising on safety matters.

- Provide orientation for new staff members.
- Enter all departmental requisitions and maintain a key control log.

- Ensure accuracy in the departmental staff listing of computer assignments and assist with security agreements.

- Schedule and communicate staff training sessions, maintaining awareness of training requirements.

- Provide backup support for clerical staff, which may include processing payroll and covering communication lines.

- Greet and direct visitors to the department.
- Coordinate annual inventory for the department and participate in improvement team meetings.
- Compile and transcribe minutes for leadership meetings.

Additional responsibilities may include participating in disaster response and recovery efforts, which may require flexibility in shift patterns and locations.

Required Skills and Abilities:
- Effective communication skills, both verbal and written.
- Ability to collect, maintain, and analyze data.
- Proficiency in emergency care skills and relevant certifications.
- Strong computer skills, particularly in Microsoft Office and Windows.
- Sound judgment and decision-making abilities.