Administrative Asst III Job at Health & Human Services Comm
Performs advanced administrative support and technical program assistance at the direction of the unit managers. Responsible for the management and assignment of applications. Performs database management and entry. Performs telephone coverage via the provider licensure and certification call center. Provides basic and intermediate level instructions and information to callers. Prepares routine correspondence. Processes incoming mail and faxes and distributes or emails to appropriate staff. Coordinates meetings and scheduling on behalf of the unit manager.
Essential Job Functions:
Administrative Tasks: Provides administrative support to the unit manager and program staff. Performs entry and filing as needed. Provides telephone coverage via the provider licensure and certification call center. Provides basic and intermediate level instructions and information to callers. Prepares routine correspondence. Processes incoming mail and faxes and distributes or emails to appropriate staff. Coordinating and scheduling meetings.
Application Assignment: Maintain a system for records, files, and logs for the section. Compiles, organizes, and tabulates data; performs calculations; and prepares charts, graphs, and tables. Performs data entry, retrieval, and data searches. Prepare documents for off-site storage, including scanning and quality checks. Track assignments and activities. Proofread daily correspondence, forms, or other documents.
Database Management: Ensures critical information into various systems to facility licensure. Maintains and updates application and license data in the Texas Unified Licensure Information Portal (TULIP).
Customer Service: Interprets and communicates licensing requirements to internal and external stakeholders, orally and in writing. Provides highly complex technical assistance and consultation regarding program requirements and resolves customer concerns. Provides rule and policy interpretation to applicants, their representatives, and the general public. Provides oral and written customer service, answers program rule and policy questions, and provides information relative to the licensure and processing.
Court Testimony: Testify in court related to the licensure and certification process as needed.
Other Duties as Assigned: Performs other duties as assigned in order to ensure services are provided. Willingly completes other duties as assigned within time frames and minimum standards established by supervisor at the time of the assignments. Obtains supervisor clarification and assistance as needed to complete task.
Administrative Tasks: Provides administrative support to the unit manager and program staff. Performs entry and filing as needed. Provides telephone coverage via the provider licensure and certification call center. Provides basic and intermediate level instructions and information to callers. Prepares routine correspondence. Processes incoming mail and faxes and distributes or emails to appropriate staff. Coordinating and scheduling meetings.
Application Assignment: Maintain a system for records, files, and logs for the section. Compiles, organizes, and tabulates data; performs calculations; and prepares charts, graphs, and tables. Performs data entry, retrieval, and data searches. Prepare documents for off-site storage, including scanning and quality checks. Track assignments and activities. Proofread daily correspondence, forms, or other documents.
Database Management: Ensures critical information into various systems to facility licensure. Maintains and updates application and license data in the Texas Unified Licensure Information Portal (TULIP).
Customer Service: Interprets and communicates licensing requirements to internal and external stakeholders, orally and in writing. Provides highly complex technical assistance and consultation regarding program requirements and resolves customer concerns. Provides rule and policy interpretation to applicants, their representatives, and the general public. Provides oral and written customer service, answers program rule and policy questions, and provides information relative to the licensure and processing.
Court Testimony: Testify in court related to the licensure and certification process as needed.
Other Duties as Assigned: Performs other duties as assigned in order to ensure services are provided. Willingly completes other duties as assigned within time frames and minimum standards established by supervisor at the time of the assignments. Obtains supervisor clarification and assistance as needed to complete task.
Knowledge Skills Abilities:
Knowledge of administrative assistant responsibilities.
Skill in providing customer service
Skill in use of Microsoft Office.
Ability to prioritize workload with little or no supervision.
Ability to work well with others, including establishing and maintaining effective relationships
Ability to work under pressure in a fast-paced, deadline-oriented environment.
Ability to effectively communicate
Knowledge of administrative assistant responsibilities.
Skill in providing customer service
Skill in use of Microsoft Office.
Ability to prioritize workload with little or no supervision.
Ability to work well with others, including establishing and maintaining effective relationships
Ability to work under pressure in a fast-paced, deadline-oriented environment.
Ability to effectively communicate
Registration or Licensure Requirements:
None Required
None Required
Initial Selection Criteria:
Experience with office practices and administrative procedures. Experience with office software including Word, and Excel.
Experience with office practices and administrative procedures. Experience with office software including Word, and Excel.
Additional Information:
Req.# 560645
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.# 560645
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:
Military occupation(s) that relate to the initial selection criteria 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.
Military occupation(s) that relate to the initial selection criteria 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.
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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