Administrative Assistant II

2 months ago

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

The Texas Department of Aging & Disability Services is seeking an experienced Administrative Assistant II to join our team. As a key member of our administrative staff, you will provide critical support to our department, ensuring the smooth operation of our daily activities.

Key Responsibilities:
  • Provide administrative support to the ATD Program Director and other department staff, including disseminating information, maintaining filing systems, and performing internal administrative tasks.
  • Exercise vigilance in maintaining classified materials and avoiding reference to confidential information.
  • Act as Data Coordinator for the department, coordinating computer locations and moves, and entering work orders in a timely manner.
  • Communicate various information for the department with hospital staff and community contacts.
  • Use sound judgment in assembling and organizing information, and promote good public relations with patient care units, hospital departments, and the community.
  • Manage clerical/secretarial workflow and process for effective task completion, and maintain, gather, and help analyze data for the quarterly Governing Body Reports.
  • Provide oversight for proper record retention for the department, coordinating with the Clerk II and the Clerk III as well as ATD Leadership.
  • Develop required databases and filing systems for departmental data that provides for prompt retrieval of data requested by supervisor.
  • Assist departmental users with computer applications and troubleshoot any problems.
  • Maintain the ordering and shopping needs of the department, including maintaining the receipts as well as the procurement card transaction log.
  • Process contracts for the department, and submit time sheets for contract employees.
  • Perform as the lead Additional Duty Officer for the department, which includes presenting and/or organizing quarterly departmental in-services, conducting safety inspections and fire drills according to schedule, and forwarding the reports of each inspection to the Safety Officer.
  • Give orientation to new staff in the department, and enter all departmental requisitions.
  • Maintain the key control log for all departmental keys, and serve as departmental Data Coordinator, which includes ensuring the departmental staff listing of computer assignments is correct.
  • Schedule staff training and provide communication of such to staff, and maintain communication with departmental staff regarding delinquent/due iLearn/CAPPS training.
  • Perform as backup coverage for the Clerk II and Clerk III, which can include processing patient payroll, entering class referrals, covering the atrium radio and atrium phone, etc.
  • Provide greeting and directing of visitors to the department, and coordinate completion of annual inventory for department.
  • Transcribe/compile draft minutes of ATD Leadership QIT meetings and submit to Director for finalizing.
Requirements:
  • Ability to communicate effectively both orally and in writing.
  • Ability to collect, maintain, and assist in analyzing data.
  • Ability to perform TIPS as related to this position and emergency care skills (Heimlich, CPR, etc.).
  • Ability to demonstrate excellent computer skills (knowledge of Windows and Microsoft Office programs).
  • Ability to demonstrate sound judgment making skills.

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