Administrative Asst I
: Job Details :

Job Description: Administrative Asst I 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. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below. Under the direction of the Program Supervisor I- Maintenance Administrative Coordinator, the ADMINISTRATIVE ASSISTANT I performs maintenance work coordinating maintenance and construction staff involved in the installation, care, and repair of state facilities and equipment. Completes CAFM10 (Computer Aided Facility Management) entries into corrective and preventative work orders; maximizes use of CAFM to track projects, deferred maintenance, TIER findings; uses CAFM10 (Computer Aided Facility Management) to provide the Program Supervisor I with information needed for prioritization and progress. Monitors survey/other plans of correction. Monitors survey/other plans of correction. Tracks due dates for inspections, reports, and other requirements. May assist Program Supervisor I with monitoring assignments to track for timeliness and compliance. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Has no financial responsibility but is accountable for assigned property and supporting department inventory and loss control processes. Must understand that duties, location of job assignment and shift pattern are subject to change as determined by the administration to meet the needs of the facility. Willing to accept and complete other duties as assigned. Must understand that duties may include exposure to blood and other infectious materials. Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery of Continuity of Operations (COOP) activation. Supports the mission and vision of the facility. 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. Other duties as assigned includes backing up other positions within the department at 100% of work time at the discretion of the director. This includes, but is not limited to, extended sitting, computer-based duties, extended typing, running errands to multiple campus locations and sorting/filing paper documents. Duties, location of work and shift pattern are subject to change as determined by administration in order to meet department and hospital needs. Essential Job Functions: Performs general receptionist duties for the maintenance department, such as answering department phones, emails; providing answers to inquiries; taking messages; opening and delivering mail; preparing correspondence for signature. Receives incoming work orders and calls for assistance. Accesses urgency and assigns maintenance staff for correction of issue; aids the Program Supervisor I in day-to-day completion of work orders by producing CAFM reports and exports to MS Excel to identify priorities and opportunities for efficiency. Creates documents in MS office (Excel, Word) to track performance improvement indicators and assignments, manage local project priorities, maintenance department spending, plans of correction, due dates for reports, inspections due, and other tasks. Serves as a CAFM10 (Computer Aided Facility Management) assistant/coordinator for the hospital to include, but not limited to, completing corrective work orders; creating, distributing, and entering preventative maintenance work orders; updating deferred maintenance issues; updating capital requests; maximizing CAFM10 (Computer Aided Facility Management) capabilities for managing projects, environmental surveys, Tier findings, and survey/inspection plans of correction. Works closely with the Program Supervisor I-CAFM Specialist Supports security and safety procedures by maintaining contractor sign in log, contractor key check out, employee key distribution, completing environmental clearance package for contractors and employees, tracking ISLM/fire watches. Supports procurement phases, including researching products and costs, procard purchases, tracking orders until received, ensuring products are received in the warehouse according to agency procedures, maintaining documentation of contractor services to support payment approval, and supporting material and inventory management processes. . Maintains a well-organized paper and electronic filing system; filing includes, but is not limited to, capital project information, local projects, quotes, Joint Commission/CMS required documentation, State Fire Marshall reports and responses, TCEQ inspections. Monitors and facilitates maintenance department compliance with hospital requirements to include, but not limited to, annual training, special training, time certification, immunizations, TB skin tests, and fit testing. 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 support role to meet the agency's obligations for disaster response and/or recovery of Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Knowledge Skills Abilities: Knowledge and experience with computers, including skills using standard office equipment, software and CAFM10 (Computer Aided Facility Management). Knowledge of building and grounds maintenance; of fire and safety. Knowledge of hospital building management, Tier, and environment of care standards. Skill in generating correspondence, charts, tables, spreadsheets, and tracking logs using Microsoft Office software. Skill in time management and organization. Skill in operating motor vehicles. Skill in problem solving and adaptability. Ability to perform complex tasks compiling and organizing data in facility management software programs. Ability to research, review, and interpret reports and documentation; to communicate effectively, and to transfer that knowledge to others. Ability to maintain accurate reports and records; to attend to detail; to estimate work hours, research material options and costs; to coordinate maintenance work; to communicate effectively. Ability to maintain effective, positive working relationships with internal and external stakeholders. Ability to work effectively independently. Ability to communicate professionally and effectively both verbally and in writing. Including knowledge of business English, spelling, grammar, and punctuation. Ability to maintain a professional and courteous demeanor under difficult or demanding circumstances. A general understanding of the Maintenance procedures. Registration or Licensure Requirements: Must possess valid Texas driver's license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver's 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 Selection Criteria: Applicants must clearly state on the application how they meet each of the required initial screening criteria below. Graduation from an accredited high school or GED. Two (2) years' experience in administrative support duties. Experience with Microsoft Office Software including Word, Excel, and Outlook. Experience of the CAFM10 (Computer Aided Facility Management) system preferred. 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, 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. 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 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. If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-###-####. 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-###-####. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. MOS Code: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. 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 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-###-####. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS