Administrative Asst III - DEPARTMENT OF STATE HEALTH SERVICES

Job/Position DescriptionUnder the supervision of the Unit Director, coordinates and performs Unit and Branch administrative activities to achieve efficient administrative management of the Unit office. Duties include administrative support, technical program assistance, customer service, and assistance with special projects. Orders, enters requisitions, and receives supplies, equipment, and reagents. Files, photocopies, scans, maintains, and archives Unit and Branch documents and records. Prepares, edits, and distributes correspondence, spreadsheets, documents, and reports. Serves as the Unit initial point of contact for both internal and external stakeholders. Serves as the Unit liaison for scheduling and setting up training, meeting, interview, tour and visit, and other special projects. Coordinates with Unit staff and ensures that critical administrative duties and assignments are completed. Attends Unit and Branch staff meetings and prepares minutes when needed. May participate in the interviewing, selecting, training, developing, and assigning of administrative support staff. Works under general supervision, exercising professional knowledge, initiative, and independent judgment.Essential Job FunctionsAttends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.(35%) Provides clerical and administrative support. Manages the administrative duties of the Unit office. Serves as administrative assistant for the Unit Manager and provides administrative support for the Branch managers, program specialists, team managers, and team leads. Enters, edits, and analyzes data when preparing spreadsheets, reports, and charts. Researches items pertaining to policy, procedure, training and purchasing compiling information and troubleshooting as needed. Performs photocopying, faxing, scanning, sorting, and binding of documents. Attends staff meetings and transcribes technical dictation and minutes when needed. Sorts and distributes mail. Sets up meetings, training, interviews, visits, and tours. Accesses Microsoft Outlook for scheduling conference rooms. Greets and escorts visitors and applicants. Informs interview panel of applicant arrival, and if required escorts applicant to formal interview location. Maintains telephone lists for the Unit. Assists in schedule and travel arrangements. Performs regular updates for the laptops as required. Ensures the printer/fax/copy machines are adequately supplied for daily efficient use. Initiates service calls to the appropriate department for the troubleshooting and repair of office equipment for the Unit. Maintains a clean and organized work area including the Unit conference room. Submits work orders for the Unit to the Building Manager for building upkeep needs. Coordinates, collaborates, and prepares schedule for the upkeep of the Unit breakroom areas. (20%) Provides customer services. Serves as initial Unit point of contact for internal and external stakeholders. Utilizes customer service knowledge and skills towards internal and external customers and stakeholders. Answers telephones, follows up on voice mails, and routes calls for the Unit and Branches. Interprets inquiries regarding departmental rules, regulations, policies, and procedures. Utilizes appropriate laboratory documents and websites specific to the Unit and Branch as resources to provide accurate and professional responses to customer inquiries. Routes technical inquiries to the appropriate laboratory https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=619574 Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.