Administrative Assistant I

1 week ago

Corpus Christi, Texas, United States Texas Department of Aging & Disability Services Full time
Job Description:

We are seeking a highly skilled and detail-oriented Administrative Assistant I to join our team at the Texas Department of Aging & Disability Services. As a key member of our Habilitation Therapies department, you will provide advanced secretarial support to the Director of Habilitation Therapies, requiring the application of varied complex work methods and procedures.


Key Responsibilities:
  • Perform advanced secretarial work under the supervision of the Director of Habilitation Therapies, requiring application of varied complex work methods and procedures.
  • Work requires familiarity with the computer and Microsoft Office applications, as well as regulations controlling the department, its functions, policies and procedures and the making of minor decisions in the application of such regulations.
  • Perform routine and some complex clerical work, including answering correspondence, inventory of office supplies, ordering supplies, distributing mail, giving information, maintaining records and files, and preparing routine reports and maintain time sheets for HT department.
  • Work under moderate supervision with limited latitude for the use of initiative and independent judgment.
  • Answer routine inquiries explaining procedures, rules, and regulations.
  • Coordinate flow of correspondence and other materials.
  • Perform word processing and data entry on computer.

Essential Job Functions:
  • Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
  • Serves as administrative assistant to the Director of the Habilitation Therapies by performing routine/special duties as assigned (i.e., maintaining calendar of scheduled meetings, taking minutes, transcribing letters, memos, progress notes, physical assessment, staffing summaries, etc.) and picks up mail from Administration Building twice a day.
  • Performs transcription of orthopedic notes accurately and legibly.
  • Distributes incoming and outgoing Inter-Departmental mail to ensure communication is accurate and timely between departments.
  • Answers telephones and relays information to ensure efficient communication.
  • Files documents and reports to ensure updated record keeping.
  • Orders supplies for HT department that are warehouse stock (supply) and off campus to ensure that department is functioning efficiently.
  • Copies documents and reports to ensure paper work is being efficiently distributed.
  • Coordinate flow of correspondence and other materials.
  • Performs special assignments as assigned by the HT director.
  • Serves as representative for the HT department in committees, routine and special meetings (i.e., department meetings, charitable campaign) takes notes and distributes minutes.
  • Types travel requests as requested by HT personnel and prepare all travel vouchers for Habilitation Therapies personnel.
  • Maintains record of licensure of therapists.
  • Maintains files on direct report employees for HT Director.
  • Maintains timekeeping for the HT department.
  • Maintains hard copy of Policies and Procedures pertaining to Habilitation Therapy Services and assists in preparing and maintaining evidence books for plans of improvement.
  • Oversee due dates for annual assessments and PNMPs and track incoming consults.
  • Performs other duties as assigned by HT Director.

Knowledge, Skills, and Abilities:
  • Must have ability to learn various computer programs.
  • Must have training in typing, transcription, and utilization of a computer word processing program.
  • Must have knowledge of medical terminology.
  • Must have knowledge/training in standard business practices.
  • Must have ability to effectively communicate verbally and in writing with people.
  • Must have ability to set and adhere to specific time frames for task completion.
  • Ability to type 45 words per minute.
  • Must have ability to maintain effective working relationships with other staff members.

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