Administrative Asst II (CCC)
Company: Texas Health and Human Services
Location: Houston , TX
Category: Administrative / Clerical, Professional
Job Type: Full Time
Pay Amount: $2,194 to $2,820 / Month
Posted: 7/19/2019
JOB DESCRIPTION:

Provides secretarial support to an Eligibility Operations Program Manager.

  • Maintains confidential files and tracks assignments including reports, inquiries, monitoring office activities and multitasking.
  • This includes reviewing and disseminating information concerning agency programs and services, routine or special correspondence, reports, studies, forms, or documents.
  • Individual will produce essential documents using Word, Excel, and or other software and evaluate the accuracy of correspondence and reports produced by managers and staff members.
  • Provides assistance to others regarding operation of office automation equipment and use of automated systems utilized by unit staff members.
  • Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions.
  • Arranges travel arrangements for managers and staff members.
  • Responsible for developing, coordinating, and maintaining an extensive record keeping or filing system relating to the multiple projects within the unit ensuring compliance with all record retention schedules.
  • Assist in planning and coordinating meetings or conferences with state and other federal groups. Job requires detailed oriented individuals with ability to apply complex policies and procedures.

 

Essential Job Functions:

  • Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
  • Opens, dates, sorts, or distributes mail (for example, incoming/outgoing mail, reports, documents, printouts).
  • Prepares and proofreads correspondence, forms, or other documents (for example, letters, memos, travel or purchase vouchers, job announcements) using a personal computer or typewriter.
  • Communicates on an intermediate level with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
  • Provides intermediate level technical assistance to others (for example, staff, contractors, volunteers, administrators, facility owners) on policies, procedures, rules, regulations, standards, or requirements.
  • Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions.
  • Arranges travel for staff (for example, hotel, transportation).
  • Maintains calendar for assigned staff or area.
  • Maintains records, files, or logs (for example, administrative, personnel, contract, correspondence, forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.
  • Prepares moderately complex ongoing or special narrative or statistical reports.
  • Schedules meetings, training sessions, or tests by contacting staff and scheduling dates, times, or facilities.
  • Must be able to work occasional overtime, as required by management, outside of normal hours of operation, which may include weekends when called upon.
  • Must be able to work in a highly stressful and fast pace environment, under constant pressure to meet required deadlines.
JOB REQUIREMENTS:

Knowledge Skills Abilities:

  • Knowledge of office practices and administrative procedures.
  • Skill in the use of standard office equipment and software.
  • Ability to communicate orally and in writing.
  • Ability to implement administrative procedures.
  • Ability to interpret rules, regulations, policies and procedures.

 

Initial Selection Criteria:

  • High School Diploma or GED equivalent required.
  • Thirty hours credit from an accredited college or university preferred.
  • TIERS experience preferred.
  • Two (2) years relevant work experience in eligibility programs (such as Food Stamps or cash assistance), medical eligibility, or similar entitlement programs is preferred.
  • Ability to work in a professional customer service environment is required.
  • Work experience to indicate a general understanding of the knowledge, skills, and abilities needed to perform duties is required.
  • Experience using a personal computer for inquiry and data entry is required.
  • Experience searching records to identify and retrieve information is required.
  • Bilingual (English/Spanish) skills preferred.
  • Knowledge and experience as a clerk or Administrative Assistant in the Office of Eligibility Services.
  • Experience as a clerk or Administrative Assistant in an office setting.
  • Experience in handling difficult clients or customers.
  • Able to communicate effectively orally and in writing.
  • Experience using Excel, Word, Outlook and PowerPoint.
  • Experience preparing and proofreading documents.
ADDRESS:

Houston, TX
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