Senior Administrative Support Specialist

2 weeks ago

Fort Worth, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

This role offers advanced clerical and general office assistance for the Program Directors within the Child Protection Investigation (CPI) Division, overseeing a workforce of approximately fifty personnel.

The Clerk is essential in ensuring seamless office operations by organizing, analyzing data, managing inventory, assisting with human resource functions, interpreting policies and procedures, and providing professional support to clients, families, and stakeholders as required. The ability to perform well under pressure and prioritize tasks effectively is crucial.

Operates with limited supervision, exercising significant initiative and independent judgment. Regular interaction with Texas Department of Family and Protective Services staff and community members is expected.

Key Responsibilities:

  • Maintain regular attendance in accordance with agency policies and perform additional duties as assigned.
  • Compile, organize, track, and monitor various information types, including agency studies, IT change requests, client service authorizations, and access to eligibility databases.
  • Manage program-related data entry and case tracking in IMPACT, including maintaining on-call schedules and processing case transfers. Utilize data warehouse resources for reporting and stakeholder information.
  • Answer and screen phone inquiries, professionally managing client questions or complaints. Handle message routing, fax distribution, and mail processing.
  • Draft various correspondence and documents, including meeting agendas, program information, contact lists, and organizational charts, while assisting with meeting notes as needed.
  • Safeguard confidential program documents, including performance evaluations, personnel records, and case files, to support program operations.
  • Leverage technology to enhance program efficiency, including reserving meeting rooms and assisting staff with travel claims.
  • Oversee supply inventory and create purchase orders to ensure adequate office supplies for staff.
  • May assist with switchboard operations, notarizing documents, and training new administrative staff as necessary.
  • Perform additional duties as required to sustain program operations.
Required Skills and Abilities:

  • Understanding of office practices and administrative procedures.
  • Proficient in verbal and written communication, with the ability to comprehend instructions.
  • Skilled in collaborating within an office environment supporting multiple staff members.
  • Capable of establishing and maintaining effective working relationships.
  • Ability to work independently in a fast-paced setting.
  • Proficient in operating personal computers and various software, including Microsoft Word, Excel, and Outlook at an advanced level.
  • Competent in managing and prioritizing multiple assignments in a dynamic environment.
  • Familiar with basic office equipment such as fax machines, copiers, and printers.
  • Ability to communicate in a professional and courteous manner.
  • Initiative and sound judgment in decision-making.

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