Administrative Asst III
Are you ready to be professionally challenged? Are you looking to be part of a dynamic team of engaged and committed professionals? Then the Health and Specialty Care System (HSCS) may be just the place for you! The State Hospital System, under the HSCS is comprised of nine psychiatric hospitals located throughout the state and one youth residential psychiatric center in Waco. The HSCS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. The hospitals provide state-of-the-art treatment that is recovery-oriented and evidence-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan. Apply now to join our team.

Under the supervision of the Superintendent, the Administrative Assistant III performs complex (journey-level) administrative support work for the combined offices of the Superintendent, Assistant Superintendent, and Staff Services Officer. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Provides guidance to others regarding areas of expertise. Provides high-level administrative support for projects. Provides backup for administrative assistants to the Medical Director and Nursing Services. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Performs other duties as assigned to ensure the efficient operation of the unit. 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.

Essential Job Functions:
Prepares and disseminates information concerning hospital and agency programs and procedures. Responds to inquiries and explains rules, regulations, policies, and procedures related to areas of expertise. Provides guidance to others regarding areas of expertise and assigned projects.

Provides high-level administrative support for projects. Coordinates several projects on behalf of the Superintendent, Assistant Superintendent, Project Manager, and Staff Services Officer, including but not limited to Dangerousness Review Boards, Criminal Background Checks, Emergency Management documents, support for Employee Council and other events, updating unfunded needs list. Collects information for external inquiries, performs research, and assists in the development of projects or documents. May prepare and compile presentation and training materials. Prepares and maintains supporting information in Excel, Word, PowerPoint, and SharePoint.

Prepares, edits, and distributes correspondence, reports, forms, and documents. Compiles and enters data for charts, graphs, databases, summaries, or reports.

Performs general office duties such as filing and maintaining a filing system, answering and routing phone calls, and ordering and ordering supplies using procard, MIMS, and/or CAPPS financial.

Coordinates meetings, assists with hosting visitor/dignitaries, and takes minutes for standing committees or other meetings as needed.

Manages and maintains managers’ schedules, including making travel arrangements for managers and others.

Performs other duties as assigned in order to ensure services are provided. 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. Duties, location of work and shift pattern are subject to change as determined by administration in order to meet department and hospital needs.

Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures.

Skill in the use of standard office equipment and software.

Ability to implement administrative procedures.

Ability to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.

Ability to manage complex administrative projects and assignments with general supervision.

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Experience in administrative clerical support work.

Graduation from a standard senior high school or equivalent is generally preferred. Experience and education may be substituted for one another.

Additional Information:
Salary Note: The salary offered will follow HHS HR Policy starting salary guidelines which are typically made at or near the minimum of the salary range. For internal applicants, there can be limitations in consideration of applicant’s current classification and salary and is dependent upon available budget.

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, 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 applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures. All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.

MOS Code:
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. 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.

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.