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Clerical Services Associate

2 months ago

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

The Administrative Support Specialist plays a crucial role in delivering a range of clerical assistance within a service-oriented environment. This position offers vital support to supervisory and case management personnel in community services. Responsibilities include processing incoming correspondence, ensuring timely date stamping of essential documents, and executing data entry tasks to maintain accurate and accessible records.

The role involves compiling reports, updating case records, and managing logs to ensure reliable information is consistently available. Additionally, the Administrative Support Specialist will handle incoming calls and appropriately distribute messages.

Key responsibilities also encompass ordering office supplies, purging outdated documents, preparing and proofreading travel vouchers, and recording minutes for meetings as required. Other tasks may be assigned as necessary.

The specialist will assist with the intake process and effectively utilize automated systems to manage, obtain, and verify information. This role includes monitoring and managing weekly and monthly reports, as well as fulfilling receptionist duties such as greeting visitors, routing requests, and making suitable referrals. The position also involves filing reports, setting up logos, and maintaining them, along with arranging travel and scheduling meeting rooms as needed.

Core Responsibilities:

Regular attendance is essential, and the individual may be required to adhere to a specific shift schedule, which could include rotating shifts, extended hours, or overtime as per agency policies.


Serve as the primary receptionist and scheduling coordinator for supervisory staff and community workers.

Manage correspondence for departmental directors, including emails, standard mail, reports, and other relevant documents.

Ensure the prioritization and accurate distribution of communications to facilitate a smooth flow of information.
Engage in basic communication with internal and external parties to exchange or verify information, address inquiries, and resolve issues.
Maintain inventory and records of various supplies and documents, ensuring availability as needed.

Prepare and proofread various correspondence and documents, utilizing a personal computer for efficiency.

Input data into automated systems as required.

Required Skills and Qualifications:
Proficiency in operating personal computers and using word processing and spreadsheet software (e.g., Microsoft Office Suite).
Familiarity with standard office equipment, including computers, copiers, fax machines, calculators, and telephones.
A solid understanding of office procedures, spelling, punctuation, grammar, and basic arithmetic is necessary.
Ability to work independently in a dynamic environment while managing multiple assignments and handling confidential information.
Capability to read, comprehend, and follow complex oral and written instructions, along with a readiness to learn assigned tasks quickly.
Skill in maintaining clerical records and composing letters, memos, and reports.
Strong prioritization and time management skills to meet individual and unit deadlines.
Exceptional organizational skills and effective communication abilities are essential.
Ability to cultivate and maintain professional relationships with colleagues and the public.