Admin Asst IV / Plant Operations
: Job Details :

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: Admin Asst IV / Plant Operations

Job Title: Administrative Asst IV

Agency: Health & Human Services Comm

Department: Plant Maintenance

Posting Number: 1461

Closing Date: 01/11/2025

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Group: TEXAS-A-15

Salary Range: $3,248.00 - $4,837.08

Shift: Day

Additional Shift:

Telework: Not Applicable

Travel: Up to 15%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location: Waco Center for Youth

Job Location City: WACO

Job Location Address: 3501 N 19TH ST

Other Locations:

MOS Codes:

0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN

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Brief Job Description:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people's lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. 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 science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Under the supervision of the Director of Plant Operations, this position performs highly complex (senior-level) administrative support work. This position has some latitude for decision making in carrying out routine administrative duties of work, such as answering correspondence, reviewing documents, and providing information related to support services. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. The Administrative Assistant IV exercises vigilance in maintaining confidential files and reports; uses judgement in assembling and organizing information; and works with spreadsheets and databases to collect and organize information for reporting purposes. This individual must work well with others, show initiative, and possess independent judgment.

Performs other duties as assigned. 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 (EJFs):

* 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.

* Provides general clerical and administrative support to the Director of Plant Operations, including maintaining Outlook calendars and coordinating meetings.

* Greets visitors, answers phones, responds to messages, directs calls to the appropriate people, and provides information as necessary in order to facilitate effective and timely communication.

* Properly uses procurement card to make purchases as needed. Obtains necessary approvals and files paperwork monthly.

* Responsible for performing basic bookkeeping work and assisting with general human resources work.

* Responsible for placing MIMS and Granger orders.

* Backs up to the CAFM Specialist position.

* Coordinates meetings, conferences, and seminars using Outlook and Microsoft TEAMS.

* Adheres to records retention schedules/requirements as well as records destruction guidelines in accordance with agency policy.

* Responsible for fleet vehicle registration and entering/receiving new fleet vehicles in CAPPS financials.

* Coordinates the preparation, editing, and distribution of correspondence, reports, studies, forms, and documents using Outlook, Access, Word, and Excel.

* Manages purchase orders, invoices, and financial spreadsheets for facility.

* Attends and participates in assigned meetings as well as provides documentation of meetings as assigned.

* Produces, distributes, maintains, and files assigned meeting agendas and minutes for record keeping purposes. Minutes from meetings will be completed and distributed in a timely manner.

* Receives goods/services which comply and are acceptable; rejects good/services which do not comply and/or may be damaged, and takes appropriate action to return or write off damaged inventory; performs data entry into access inventory program; and prepares inventory reports.

* Organizes and maintains inventory within a limited space.

* Actively pursues conflict resolution and problem solving with items received to include working with vendors and staff to resolve any conflicts, misunderstandings, or problems involving received and/or returned items because of damages or incorrectly ordered items.

* Maintains the warehouse area in a safe, orderly, and clean condition free from trip and fire hazards by correctly and neatly stacking items at safe heights, keeping walkways and work areas clear, and by stocking or delivering all received items from the warehouse work areas daily.

* Drives state vehicles and golf carts on campus to pick up and deliver equipment and supplies from the warehouse to various buildings as needed campus-wide.

* Assists with other departments/areas as needed.

* Completes mandatory training in a timely manner to ensure assigned required standards of performance are met.

* Recognizes ethnic and cultural differences and demonstrates respect for each staff, client, and visitor in order to maintain professional relationships.

* Performs other duties as assigned. 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, and Abilities (KSAs):

* Knowledge in collecting data, complex data entry, data processing, and reporting.

* Skill in utilizing Microsoft Office to generate needed reports and documents.

* Effective verbal and written communication skills.

* Ability to keep complex and confidential records.

* Ability to prepare accurate and detailed reports from information.

* Ability to work independently on difficult or complex office tasks.

* Ability to prioritize and coordinate multiple tasks and assigned projects with minimal supervision.

* Ability to compose effective correspondence.

* Ability to maintain a professional relationship with employees, volunteers, clients, and customers with an emphasis on confidentiality and positive customer service.

Registrations, Licensure Requirements, or Certifications:

* Must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.

Initial Screening Criteria:

* Graduation from a standard senior high school or equivalent.

* Experience in higher-level administrative support work.

* Experience with Microsoft Office to include Excel, Word, Outlook and Access.

* Minimum of two years' experience in any of the following is preferred: business administration or employment history in a mental health/medical setting.

Additional Information:

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, List of Excluded Individuals/Entities (LEIE). 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. Waco Center for Youth applicants must be 21 years of age.

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 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.

Waco Center for Youth is a psychiatric residential treatment facility that serves teenagers ages 13 through 17 with emotional difficulties and/or behavioral problems. Waco Center for Youth bases its treatment philosophy on the belief that both behavior change and an understanding of self and others are equally important in achieving significant long term success in treatment. The mission of Waco Center for Youth is to give each youth a chance for change by providing comprehensive psychiatric residential treatment services to emotionally disturbed adolescents of the state of Texas. The facility is operated by the Health and Human Services Commission and is accredited by the Joint Commission on Accreditation of Health Care Facilities.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor's Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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-###-####. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Nearest Major Market: Waco