Administrative Asst III
- Full-Time
- Austin, TX
- Dept Of State Health Services
- Posted 4 years ago – Accepting applications
Job Description
Administrative Asst III:
Under the general direction of the Program Support Manager performs moderately complex technical and administrative duties to support the programs in the TB/HIV/STD Section. Work involves planning, organizing, and performing a variety of administrative activities including preparing routine and specialized correspondence and reports; answering telephones, preparing purchase request forms and entering requisitions into the CAPPS Financial System; processing invoices for payment; maintaining and ordering supplies; filing of all requisitions; copying documents; maintaining files; preparing and routing of mail. Responsible for updating distribution lists for the Program Groups; scheduling meetings and make meeting preparations; coordinating travel arrangements and preparing travel vouchers; disseminating program information to various internal and external customers; mailouts; responding to phone inquiries; and training others as needed. Responsible for ensuring the Branches are following state record retention schedules. Provides administrative support as assigned to all the programs within the TB/HIV/STD Section. Works under moderate supervision and latitude for utilizing initiative and 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%) Performs technical support work for the TB/HIV/STD Section's programs. These programs include but not limited to: HIV/STD Prevention and Care Branch, the Epidemiology and Surveillance Branch, the TB and Hansen's Branch and the Informatics and Evaluation Group. Assists in planning and preparation of complex reports, correspondence, forms and documents utilizing word processing software, spreadsheets and data bases. Coordinates, prepares, interprets and disseminates information on the programs' procedures. Assists with program mailouts, distribution of mail; work involves opening, date-stamping, scanning and routing of mail; copying and filing documents. Maintains and updates contractor distribution lists. Assists with making meeting preparations like securing conference rooms and phone lines for meetings. Assists with general human resources work and participates as a key member of the programs in the TB/HIV/STD Section.
(25%) Responsible for entering requisitions into CAPPS Financial System and tracking purchases for the programs in the TB/HIV/STD Sections. Places orders for program supplies. Processes invoices for payment and maintains a tracking system. Work with receiving to enter receivers in CAPPS for purchases received to ensure payment of invoices. Responsible for maintaining files for purchases made and received. Responsible for tracking and preparing the necessary forms for registrations, unencumbered payments and invoices.
(25%) Completes Travel requests and reimbursement vouchers in the CAPPS Travel system for the program staff in the TB/HIV/STD Section. Assists with travel arrangements and schedules.
(10%) Manages records retention schedules and ensures the management of records are in accordance with established guidelines. Ensures forms are completed and filed to document the storage or destruction of records. Trains others as needed.
(5%) Provides assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff.
(5%) Other duties as assigned include but are not limited to 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
Knowledge Skills Abilities:
Knowledge of routine office practices and administrative procedures
Knowledge of regulations and policies regarding confidential client records
Knowledge of and skill in using Microsoft Outlook, Word, Excel, Power Point, etc. to update existing data and documents and to create new documents
Skill in editing and proofreading
Skill in establishing paper and electronic filing systems
Skill in working with confidential client records
Skill in working with the public
Ability to establish and maintain effective working relationships with managers and co-workers
Ability to prioritize multiple tasks, manage time effectively, and meet deadlines
Ability to plan, organize and implement administrative systems and procedures
Ability to compose, proof and edit documents accurately
Ability to learn and adapt computer programs to specific tasks
Ability to interpret rules, regulations, policies and procedures
Ability to communicate effectively both verbally and in writing
Ability to deal with the public
Ability to maintain confidentiality
Ability to lift to up to 50 pounds (associated with mail processing functions and records management functions)
Registration or Licensure Requirements:
None
Initial Selection Criteria:
1. Experience in the use of word processing and other software (Microsoft Word, Excel, Outlook, and PowerPoint,etc.).
2. Experience answering and routing phone calls, taking messages, greeting and directing visitors.
3. Associate Degree from an accredited college or certificate in office administration, medical office assistant program or related vocational program. May substitute years of experience for certificate requirement.
Additional Information:
This position does not telecommute.
If the selected candidate is internal to HHS, a 7% increase may be applied to the candidate’s current base salary for a promotion, or a 3.4% increase may be applied to the candidate’s current base salary when the candidate is in the same salary group but has a different class title and job code. If the candidate’s current salary group, class title, and job code are the same as in this posted position, then the candidate’s base salary remains the same. Agency salary policy, budget and candidate’s qualifications will dictate final salary offer. Must be legally authorized to work in the U.S. without sponsorship. HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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.
Apply to this Job
Under the general direction of the Program Support Manager performs moderately complex technical and administrative duties to support the programs in the TB/HIV/STD Section. Work involves planning, organizing, and performing a variety of administrative activities including preparing routine and specialized correspondence and reports; answering telephones, preparing purchase request forms and entering requisitions into the CAPPS Financial System; processing invoices for payment; maintaining and ordering supplies; filing of all requisitions; copying documents; maintaining files; preparing and routing of mail. Responsible for updating distribution lists for the Program Groups; scheduling meetings and make meeting preparations; coordinating travel arrangements and preparing travel vouchers; disseminating program information to various internal and external customers; mailouts; responding to phone inquiries; and training others as needed. Responsible for ensuring the Branches are following state record retention schedules. Provides administrative support as assigned to all the programs within the TB/HIV/STD Section. Works under moderate supervision and latitude for utilizing initiative and 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%) Performs technical support work for the TB/HIV/STD Section's programs. These programs include but not limited to: HIV/STD Prevention and Care Branch, the Epidemiology and Surveillance Branch, the TB and Hansen's Branch and the Informatics and Evaluation Group. Assists in planning and preparation of complex reports, correspondence, forms and documents utilizing word processing software, spreadsheets and data bases. Coordinates, prepares, interprets and disseminates information on the programs' procedures. Assists with program mailouts, distribution of mail; work involves opening, date-stamping, scanning and routing of mail; copying and filing documents. Maintains and updates contractor distribution lists. Assists with making meeting preparations like securing conference rooms and phone lines for meetings. Assists with general human resources work and participates as a key member of the programs in the TB/HIV/STD Section.
(25%) Responsible for entering requisitions into CAPPS Financial System and tracking purchases for the programs in the TB/HIV/STD Sections. Places orders for program supplies. Processes invoices for payment and maintains a tracking system. Work with receiving to enter receivers in CAPPS for purchases received to ensure payment of invoices. Responsible for maintaining files for purchases made and received. Responsible for tracking and preparing the necessary forms for registrations, unencumbered payments and invoices.
(25%) Completes Travel requests and reimbursement vouchers in the CAPPS Travel system for the program staff in the TB/HIV/STD Section. Assists with travel arrangements and schedules.
(10%) Manages records retention schedules and ensures the management of records are in accordance with established guidelines. Ensures forms are completed and filed to document the storage or destruction of records. Trains others as needed.
(5%) Provides assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff.
(5%) Other duties as assigned include but are not limited to 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
Knowledge Skills Abilities:
Knowledge of routine office practices and administrative procedures
Knowledge of regulations and policies regarding confidential client records
Knowledge of and skill in using Microsoft Outlook, Word, Excel, Power Point, etc. to update existing data and documents and to create new documents
Skill in editing and proofreading
Skill in establishing paper and electronic filing systems
Skill in working with confidential client records
Skill in working with the public
Ability to establish and maintain effective working relationships with managers and co-workers
Ability to prioritize multiple tasks, manage time effectively, and meet deadlines
Ability to plan, organize and implement administrative systems and procedures
Ability to compose, proof and edit documents accurately
Ability to learn and adapt computer programs to specific tasks
Ability to interpret rules, regulations, policies and procedures
Ability to communicate effectively both verbally and in writing
Ability to deal with the public
Ability to maintain confidentiality
Ability to lift to up to 50 pounds (associated with mail processing functions and records management functions)
Registration or Licensure Requirements:
None
Initial Selection Criteria:
1. Experience in the use of word processing and other software (Microsoft Word, Excel, Outlook, and PowerPoint,etc.).
2. Experience answering and routing phone calls, taking messages, greeting and directing visitors.
3. Associate Degree from an accredited college or certificate in office administration, medical office assistant program or related vocational program. May substitute years of experience for certificate requirement.
Additional Information:
This position does not telecommute.
If the selected candidate is internal to HHS, a 7% increase may be applied to the candidate’s current base salary for a promotion, or a 3.4% increase may be applied to the candidate’s current base salary when the candidate is in the same salary group but has a different class title and job code. If the candidate’s current salary group, class title, and job code are the same as in this posted position, then the candidate’s base salary remains the same. Agency salary policy, budget and candidate’s qualifications will dictate final salary offer. Must be legally authorized to work in the U.S. without sponsorship. HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
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.