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Senior Administrative Support Specialist

2 months ago

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

This role offers senior-level clerical and administrative assistance to the Program Directors within the Child Protection Investigation (CPI) Division, overseeing a team of approximately fifty personnel.

The Clerk is essential in ensuring efficient office operations by planning, analyzing data, managing inventory, supporting human resource functions, interpreting policies and procedures, and providing professional assistance to clients, families, and stakeholders as necessary. The position requires the ability to work effectively under pressure while prioritizing tasks and meeting deadlines.

Working with a degree of autonomy, the role involves regular interaction with staff from the Texas Department of Family and Protective Services and the broader community.

Key Responsibilities:

  • Maintain regular attendance in accordance with agency policies and perform additional duties as assigned.
  • Compile, organize, track, and monitor various types of information, including agency time studies, IT change requests, client service authorizations, and access to the HHSC income eligibility database.
  • Manage program-related data entry and case tracking within the IMPACT system, including maintaining on-call schedules and processing courtesy requests and case transfers.
  • Handle and screen telephone inquiries, managing client questions or complaints professionally. Take and route messages, monitor and distribute faxes, and manage incoming and outgoing mail.
  • Create various correspondence and documentation, such as meeting agendas, program information, contact lists, and organizational charts, and assist with meeting notes as required.
  • Safeguard confidential program-related documents, including performance evaluations, personnel records, and case files, to support the program's operations.
  • Utilize technology to enhance program efficiency, including reserving conference and visitation rooms and assisting staff with travel claims.
  • Oversee supply inventory and generate purchase orders as needed to ensure adequate office supplies for all staff.
  • May assist with switchboard operations, notarizing documents, and training new administrative staff as necessary.
  • Perform additional duties as required to support program operations.
Required Knowledge, Skills, and Abilities:

  • Familiarity with office practices and administrative procedures.
  • Proficiency in effective verbal and written communication, with the ability to comprehend both verbal and written instructions.
  • Experience working in an office environment supporting multiple staff members.
  • Ability to establish and maintain effective working relationships.
  • Capacity to work independently in a fast-paced setting.
  • Proficient in operating personal computers and various software applications, including advanced skills in Microsoft Word, Excel, and Outlook.
  • Ability to manage and prioritize multiple assignments in a dynamic environment.
  • Competence in operating 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.