Administrative Support Specialist

2 weeks ago

Richmond, Virginia, United States Texas Department of Aging & Disability Services Full time
Job Overview:

The Unit Administrative Coordinator operates under the direct oversight of the Unit Director. This role may require occasional flexible hours based on operational needs. The Unit Administrative Coordinator is tasked with fostering a collaborative environment with colleagues, unit personnel, and other facility staff consistently.

Key Responsibilities:

  • Organizing and maintaining client documentation in compliance with ICF/MR standards and regulations;
  • Calculating ICF/MR staffing ratios;
  • Keeping the virtual client folders for the assigned unit current;

Administrative Duties:

  • Acting as a backup unit clerk for the associated unit.
Essential Functions:

Regular attendance is required in accordance with agency leave policies, along with the performance of additional assigned duties.


  • Organizes reports in Virtual Client Folders to ensure accessibility of relevant information for facility staff. (15%)
  • Files reports and documents in client records to guarantee the availability of essential information for facility personnel. (15%)
  • Updates client records following the facility retention schedule to maintain records in optimal condition. (15%)
  • Calculates and monitors unit staffing ratios for administrative and external agency use as necessary. (10%)
  • Notifies the supervisor regarding the receipt of monthly assessment data and filing information from designated unit and facility staff. (10%)
  • Inputs monthly assessment data into facility databases to track compliance with relevant internal and external audits. (15%)
  • Performs additional tasks as assigned to uphold client records in accordance with ICF/MR standards and regulations. (20%)

Additional responsibilities may include actively participating in or supporting the agency's obligations for disaster response and/or recovery or the activation of the Continuity of Operations Plan (COOP). Such involvement may necessitate an alternate shift pattern or location assignment.

Required Knowledge, Skills, and Abilities:
The following knowledge, skills, and abilities are critical for success in this role:

  • Experience in office or related clerical functions
  • Ability to type at a speed of thirty-five to forty words per minute.
  • Familiarity with standard office practices and procedures.
  • Proficient in business English, spelling, punctuation, and mathematics.
  • Competence in operating standard office equipment;
  • Ability to organize tasks and materials effectively
  • Capability to interact with the public and colleagues in a courteous and effective manner;
  • Experience with computer systems;
  • Ability to comprehend and execute moderately complex oral and written instructions.

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