Administrative Support Specialist

6 days ago

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

The Texas Department of Aging & Disability Services is seeking a highly skilled and detail-oriented Administrative Support Specialist to provide advanced clerical and general office support to the Program Directors of the Child Protection Investigation (CPI) Division.

Key Responsibilities:
  • Provide administrative support to Program Directors, including planning, analyzing data, inventory control, and human resource tasks.
  • Interpret policy and procedures, and provide professional and courteous assistance to clients, families, and stakeholders.
  • Work under limited supervision, with considerable latitude for the use of initiative and independent judgment.
  • Interact routinely with Texas Department of Family and Protective Services staff and the community.
  • Complete reports for the region and the program, which may require working outside of normal work hours, including weekends.
  • Route cases to staff in the program or in the region.
Essential Job Functions:
  • Attend work on a regular and predictable schedule, and perform other duties as assigned.
  • Compile, organize, track, and monitor various types of information, including agency random moment time studies, requests for IT changes, and client services authorizations.
  • Manage program-related data entry and case tracking information into IMPACT, including maintaining on-call schedules, reviewing, routing, and logging courtesy requests and case transfers.
  • Answer and screen telephone inquiries, and manage client questions or complaints in a professional manner.
  • Create various correspondence and forms, including case staffing agendas, program meeting information, phone lists, organization charts, and meeting notes.
  • Maintain confidential program-related documents, including performance evaluations, personnel records, case records, and related files.
  • Utilize technology to maximize program efficiency and effectiveness, including accessing applications to reserve conference and visitation rooms, and assisting staff with processing travel claims.
  • Oversee supply inventory and create purchase orders as necessary to ensure adequate supplies for all staff in the office.
  • May assist with switchboard operations, notarizing legal documents, and training new admins as needed.
Knowledge, Skills, and Abilities:
  • Knowledge of office practices and administrative procedures.
  • Skills in effective verbal and written communication, and the ability to understand both verbal and written instructions.
  • Skills in working and interacting in an office supporting several staff members.
  • Skills in establishing and maintaining effective working relationships.
  • Ability to work independently in a fast-paced environment.
  • Ability to operate a personal computer and various software packages, including Microsoft Word, Excel, and Outlook, at an advanced level.
  • Ability to effectively handle and prioritize multiple assignments in a dynamic environment.
  • Ability to communicate in a courteous and professional manner.
  • Ability to take initiatives and make sound judgments.

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