Administrative Asst III Job at Dept of State Health Services
Dept of State Health Services Houston, TX 77023
$2,453 - $3,866 a month
Under the direct supervision of the Program Manager for the Community Health Services
Program, performs complex administrative support and technical program assistance.
Researches and compiles information on purchases and enters and tracks requisitions
and purchase orders. Tracks Community Health Service Program budgets. Work involves
answering phone, disseminating information, maintaining filing systems, and
administrative support work. Prepares and processes program correspondence, reports
and maintains all program files. Performs inquiries and data entry on program databases.
Generates letters/memos, tables, spreadsheets, graphs, charts, and presentations,
utilizing computer and approved software. Frequently assumes responsibility for
coordination of program activities and the training of and consultation to other regional
support personnel. Position requires individual planning, organization, and initiative.
Works under minimal supervision and moderate latitude and uses independent judgment.
Program, performs complex administrative support and technical program assistance.
Researches and compiles information on purchases and enters and tracks requisitions
and purchase orders. Tracks Community Health Service Program budgets. Work involves
answering phone, disseminating information, maintaining filing systems, and
administrative support work. Prepares and processes program correspondence, reports
and maintains all program files. Performs inquiries and data entry on program databases.
Generates letters/memos, tables, spreadsheets, graphs, charts, and presentations,
utilizing computer and approved software. Frequently assumes responsibility for
coordination of program activities and the training of and consultation to other regional
support personnel. Position requires individual planning, organization, and initiative.
Works under minimal supervision and moderate latitude and uses independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(30%) Provides complex administrative support. Completes purchasing process for Community Health Services (CHS) staff in compliance with agency procurement policies and procedures. May include but not limited to obtaining and submitting quotes, completing and submitting appropriate forms, verifying receipt of purchased goods and services. Responsible for researching and compiling information on purchases and orders goods and services for program. Enters and tracks requisitions and purchase orders in CAPPS Financials. Receives and distributes goods after matching to original purchase orders and completing related receiving notifications. May submit purchasing requests for approval through cost pool or submit requisition information. Provide funding information to ensure the invoices are paid timely and accurately. Maintains purchasing and procurement reports, records, and files.
(25%) Responds to telephone inquiries from external customers and interprets / disseminates program information according to agency and program policies and procedures. Develops, coordinates and maintains record keeping and filing systems for program. Coordinates and schedules meetings, appointments and conferences. Maintains program and staff contact information. Oversees and maintains inventory of program equipment and related records. Composes and generates correspondence, reports, forms, emails, narratives, staff lists, organizational charts, etc. for staff. Prepare and distribute routine, special, and confidential mail. Prepare materials for mail as directed, which may include and responsible for copying, collating and faxing correspondence. Compiles and analyzes data, performs computations for reports and studies. Generates letters/memos, tables, spreadsheets, graphs, charts and presentations utilizing computers and approved software. Prepares packets used for program in-services, trainings or orientation, and position interviews. Takes minutes at meetings and distributes critical discussion points, decisions and action items to targeted recipients in a timely manner.
(30%) Maintains and tracks budgets for Community Health, Oral Health, and assist with Tobacco. Produce Accounting Detail reports, record and trace all purchases and travel. Track vouchers and related expenditures, maintains payments. Generate spreadsheets to provide manager with reports and budget information. Work with manager and regional accountant to keep budgets current with agency guidelines and meet deadlines. Tracks vouchers and related expenditures. Maintains spreadsheets for budget records and tracking travel payments for staff.
(10%) Provides technical administrative assistance, support and consultation to professional and support staff. Duties include: preparing, interpreting, and disseminating information concerning agency programs and procedures. Assists in the development of administrative or technical assistance policies and procedures. Develops training materials and trains others in administrative topics.
(5%) Other duties as assigned: Examples include, but are not limited to, assisting with receptionist coverage when needed and actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Required to participate in the agency’s training and response to public health situations including disease outbreaks, biological, environmental, or adverse weather conditions and emergencies
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(30%) Provides complex administrative support. Completes purchasing process for Community Health Services (CHS) staff in compliance with agency procurement policies and procedures. May include but not limited to obtaining and submitting quotes, completing and submitting appropriate forms, verifying receipt of purchased goods and services. Responsible for researching and compiling information on purchases and orders goods and services for program. Enters and tracks requisitions and purchase orders in CAPPS Financials. Receives and distributes goods after matching to original purchase orders and completing related receiving notifications. May submit purchasing requests for approval through cost pool or submit requisition information. Provide funding information to ensure the invoices are paid timely and accurately. Maintains purchasing and procurement reports, records, and files.
(25%) Responds to telephone inquiries from external customers and interprets / disseminates program information according to agency and program policies and procedures. Develops, coordinates and maintains record keeping and filing systems for program. Coordinates and schedules meetings, appointments and conferences. Maintains program and staff contact information. Oversees and maintains inventory of program equipment and related records. Composes and generates correspondence, reports, forms, emails, narratives, staff lists, organizational charts, etc. for staff. Prepare and distribute routine, special, and confidential mail. Prepare materials for mail as directed, which may include and responsible for copying, collating and faxing correspondence. Compiles and analyzes data, performs computations for reports and studies. Generates letters/memos, tables, spreadsheets, graphs, charts and presentations utilizing computers and approved software. Prepares packets used for program in-services, trainings or orientation, and position interviews. Takes minutes at meetings and distributes critical discussion points, decisions and action items to targeted recipients in a timely manner.
(30%) Maintains and tracks budgets for Community Health, Oral Health, and assist with Tobacco. Produce Accounting Detail reports, record and trace all purchases and travel. Track vouchers and related expenditures, maintains payments. Generate spreadsheets to provide manager with reports and budget information. Work with manager and regional accountant to keep budgets current with agency guidelines and meet deadlines. Tracks vouchers and related expenditures. Maintains spreadsheets for budget records and tracking travel payments for staff.
(10%) Provides technical administrative assistance, support and consultation to professional and support staff. Duties include: preparing, interpreting, and disseminating information concerning agency programs and procedures. Assists in the development of administrative or technical assistance policies and procedures. Develops training materials and trains others in administrative topics.
(5%) Other duties as assigned: Examples include, but are not limited to, assisting with receptionist coverage when needed and actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Required to participate in the agency’s training and response to public health situations including disease outbreaks, biological, environmental, or adverse weather conditions and emergencies
Knowledge Skills Abilities:
Knowledge of office procedures, practices and filing systems.
Knowledge of purchasing and procurement methods and procedures
Skills to perform mathematical calculations using addition, subtraction, multiplication, division, and decimals.
Skills in organizing equipment, supplies, and program materials so it is easily retrieved. English business writing skills including spelling, punctuation, grammar, and composition of letters/memos.
Ability to communicate clearly, effectively, and professionally with staff, administrative personnel and people making inquiries of the programs in person, over the phone and/or in writing.
Ability to read and comprehend policies and regulations; to use calculators, fax machines, telephones, printers, desktop computers and laptops.
Ability to stock and maintain an inventory of supplies for office and field use.
Ability to use computer for wordprocessing, database and spreadsheet development and maintenance and email.
Ability to compose letters and memos for the signature of program managers.
Ability to file and maintain records, and prepare complex reports.
Ability to organize and prioritize work and manage time effectively.
Ability to function independently without close supervision and use initiative to solve work problems. Ability to give attention to accuracy and detail.
Ability to be flexible and handle multiple tasks at once.
Ability to interpret information
Ability to develop and maintain effective working relationships.
Ability to be flexible and adapt to change.
Knowledge of office procedures, practices and filing systems.
Knowledge of purchasing and procurement methods and procedures
Skills to perform mathematical calculations using addition, subtraction, multiplication, division, and decimals.
Skills in organizing equipment, supplies, and program materials so it is easily retrieved. English business writing skills including spelling, punctuation, grammar, and composition of letters/memos.
Ability to communicate clearly, effectively, and professionally with staff, administrative personnel and people making inquiries of the programs in person, over the phone and/or in writing.
Ability to read and comprehend policies and regulations; to use calculators, fax machines, telephones, printers, desktop computers and laptops.
Ability to stock and maintain an inventory of supplies for office and field use.
Ability to use computer for wordprocessing, database and spreadsheet development and maintenance and email.
Ability to compose letters and memos for the signature of program managers.
Ability to file and maintain records, and prepare complex reports.
Ability to organize and prioritize work and manage time effectively.
Ability to function independently without close supervision and use initiative to solve work problems. Ability to give attention to accuracy and detail.
Ability to be flexible and handle multiple tasks at once.
Ability to interpret information
Ability to develop and maintain effective working relationships.
Ability to be flexible and adapt to change.
Registration or Licensure Requirements:
Valid Texas Class C Driver’s License
Valid Texas Class C Driver’s License
Initial Selection Criteria:
High School Diploma or equivalent
Experience in professional office management practices and administrative procedures (2 years)
Experience with budgets and purchasing (1 year)
High School Diploma or equivalent
Experience in professional office management practices and administrative procedures (2 years)
Experience with budgets and purchasing (1 year)
Additional Information:
Req 560858
Applicant will be required to complete an in-basket exercise prior to oral interview. In compliance with DSHS Immunization Policy, you must provide documented serologic evidence of immunity to, or documented evidence of vaccination against measles, mumps, rubella, varicella (chickenpox), Tdap, influenza, (and hepatitis B if applicable). Employee must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas Driver License for the appropriate type of vehicle. Required to serve as essential personnel in disaster response activities within regional jurisdiction, to include alternate work hours.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Req 560858
Applicant will be required to complete an in-basket exercise prior to oral interview. In compliance with DSHS Immunization Policy, you must provide documented serologic evidence of immunity to, or documented evidence of vaccination against measles, mumps, rubella, varicella (chickenpox), Tdap, influenza, (and hepatitis B if applicable). Employee must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas Driver License for the appropriate type of vehicle. Required to serve as essential personnel in disaster response activities within regional jurisdiction, to include alternate work hours.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information, see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information, see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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