Administrative Assistant

Company: Texas Health & Human Services Commission
Location: Brenham
Posted on: May 3, 2021

Job Description:

The position provides entry-level administrative, technical and clerical support to the Child Protective Services Investigations unit supervisor and staff. The position interacts routinely with Texas Department of Family and Protective Services staff and the general public. Works under close supervision, with minimal latitude for the use of initiative and independent judgment.

To learn more about the agency, please click here.

WHY WORK FOR DFPS?

The Texas Department of Family and Protective Services (DFPS) is responsible for protecting the unprotected - children, elderly, and people with disabilities - from abuse, neglect, and exploitation. DFPS accomplishes this responsibility by employing over 12,000 workers who live up to the agency's Mission, Vision, & Values in service to the 27 million citizens of Texas.

DFPS is not only a qualifying organization for the Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making 120 qualifying monthly payments, but also offers excellent health benefits, special discounts on many products and services through the Discount Purchase Program, a lifetime monthly retirement annuity as well as Texa$aver 401(k) and 457 Programs under the Employees Retirement System of Texas. An additional benefit you will receive is 12 days of paid annual leave, 12 sick days, and the potential to earn up to four days of administrative leave each year. Your annual paid leave accrual increases as your tenure increases.

Essential Job Functions:

• Answers and screens telephone inquiries; takes and routes messages and records intake information for referral to caseworkers. Greets visitors, responds to general questions, and directs callers to proper location. (30%)
• Prepares correspondence, forms narratives, travel vouchers, meeting notes, performance evaluations, and other documents to support work of the unit. (20%)
• Assists staff in matters of office processes and operations including, solving office software and equipment problems such as copy and fax machines to duplicate and transmit materials. Assists with sorting and routing mail. (30%)
• Prepares various forms, including time and leave, and arrangements and reimbursement for travel, in addition to assisting with training activities as needed to back-up other Unit Secretary. (10%)
• Maintains a Master Tracking Chart system for progress updates, and develops and maintains various forms, case files and reports. Performs data entry into IMPACT and other electronic programs and systems. Provides program and agency information and/or makes referrals to other community resources. (5%)
• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts. (5%)

Knowledge Skills Abilities:

• Knowledge of office practices and administrative procedures.
• Skill in using Microsoft Works or Windows environment.
• Skill in establishing and maintaining effective working relationships.
• Skill in effective verbal and written communication.
• Skill in working in an office supporting several staff members.
• Ability to interact with all levels of staff.
• Ability to work independently in a fast-paced environment.
• Ability to operate a personal computer and various software packages at an advanced level.
• Ability to effectively handle multiple assignments in a dynamic environment.
• Ability to work with confidential information.
• Ability to operate basic office equipment such as fax, copying, and adding machines. Registration or Licensure Requirements:

Initial Selection Criteria:

Graduation from high school or equivalent

• One year full-time administrative support, general office, clerical, secretarial or Texas Department of Family and Protective Services experience.

Acceptable Substitutions:

• Thirty semester hours from an accredited college or university may be substituted on a year for year basis for the required experience. Additional Information:

Req.# 468600

Factors such as education and experience may be considered when establishing the starting salary for employees coming from other state agencies within Texas.

Bilingual applicants (SPANISH/ENGLISH) are encouraged to apply. Bilingual applicants selected for this position may qualify for an increase at the point of hire after successfully passing a bilingual skills test. (The applicant will need to be fluent in writing/speaking in Spanish in order to receive the salary increase).

Interview Requirements: Any candidate who is called to an agency for an interview must notify the interviewing agency in writing of any reasonable accommodation needed prior to the date of 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: 42A, YN, 0111, 3A1X1. For more information see the Texas State Auditor's Military Crosswalk here.

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.

Keywords: Texas Health & Human Services Commission, College Station , Administrative Assistant, Other , Brenham, Texas