the senior administrators of the facility (Director, Assistant Directors for Programs
and Administration). Coordinates and manages the office operations for facility.
administration, including the supervision of administrative assistants as assigned.
Coordinates a wide variety of special assignments for senior administrative staff.
Tracks a variety of data, develops reports, and analyzes for trends. Develops and
interprets administrative procedures. Trains staff members in administrative
procedures. Provides technical supervision and oversight to facility administrative.
assistant staff. Assists with the coordination of facility purchasing processes.
including procurement cards, office supplies, MIMS and CAPPS Financials
purchasing system. Assists with budget preparation and monitoring. Coordinates
travel arrangements for facility administrators and other personnel as needed.
Serves as a point of contact for members of the community and other HHSC.
personnel. Assists with the coordination of the Director’s schedule, coordinates.
meeting rooms and times, and assists with taking and transcribing notes as
needed. Position has latitude for independent judgment in assigned areas of
responsibility. Performs other duties as needed and assigned to support.
administrative processes for the facility
Essential Job Functions
Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Coordinates and completes special assignments.
Tracks and analyzes data to identify trends and critical factors.
Develops and interprets administrative procedures.
Plans and prepares periodic and special reports.
Interprets policies and procedures and makes administrative decisions.
Trains staff in administrative procedures.
Provides technical supervision and oversight to facility secretarial and administrative assistant staff.
Manages facility positions including position changes, job audits and leave of absence.
Acts as facility expert on purchasing procedures and tracks purchasing expenditures.
Assists with budget development and monitoring.
Other duties as assigned including but 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 and alternate shift pattern assignment and/or location.
Knowledge Skills Abilities
Knowledge of standard office procedures and systems.
Skill in Microsoft applications and knowledge of personal computers.
Skill in problem solving and solutions.
Ability to make independent and sound technical judgments.
Ability to implement new systems and procedures and to evaluate their effectiveness.
Ability to interpret rules, regulations, policies and data for use in preparing complex reports.
Ability to organize workload and set priorities.
Demonstrated ability to effectively communicate information both orally and in writing to small and large groups.
Ability to work in a team environment.
Flexibility in work hours which may require overtime or extended hours.
Knowledge of state purchasing procedures.
Knowledge of position management processes.
Knowledge of budget management processes.
Ability to train others.
Ability to plan, assign and/or supervise the work of others.
Registration Or Licensure Requirements
None
Initial Selection Criteria
Experience in the preparation of complex reports.
Experience in data analysis.
Experience in the use of personal computers, including spreadsheets, word processing and databases.
Additional Information
Experience in supervising the work of others.
Salary Note: The salary offered will follow HHS starting salary guidelines which are typically made at or near the minimum of the salary range.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS OIG List of Excluded Individuals/ Entities. Males between the ages of 18 – 25 must be registered with the Selective Service.
All State Supported Living Center employees are subject to Random drug testing.
Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
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 at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx
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.
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.
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