Clerk II

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. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

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.

This position may also be eligible to earn additional pay for work performed on maximum security locations. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Provides indirect clerical services to the Director of Rehab and other Rehab Supervisors which may include basic typing, filing and retrieving records and taking and delivering messages in order to provide efficient assistance and information when assigned. Prioritizes and conducts the work submitted by the Director of Rehab before conducting assignments from other employees in order to comply with sensitive or important deadlines. Serves as a receptionist for the Rehab office. Delivers messages promptly to the appropriate locations. May type general bulletins and memos to support services provided by the Rehab department. Fills out employee key cards and maintains a list of keys for each employee within the program.

Maintains the program rosters for all treatment tracks that includes when the patients assigned to the track are scheduled for programming in Central Rehab. Rehab rosters are maintained on a daily basis and updated each week to reflect the current schedules for each of the treatment tracks. Maintains statistical reports for all of the Rehab clases/activities. Dispenses the patient rosters to Central Rehab/Rehab Security and program based staff. Adds/deletes/updates client worker lists for all of the tracks and distributes accordingly. Copies, distributes and files information on each of the patients receiving services through Central Rehab.

Enters work orders in Work Requestor for MSU Central Rehab Program. Schedules quarterly fire drill and panic button drills through the work requestor system. Copies of all orders are logged and maintained on file. Incomplete work orders that are outstanding and/or overdue are reported to the Program Director. Reports of quarterly drills are sent to the Safety Officer.

Coordinate the requisition of items for Rehabilitation Services to include marketable products, equipment and office supplies. Coordinates with the Rehab Department Heads the requisition of supplies and equipment needed for daily operations. Maintains stock of daily supplies needed to avoid disruption of services. Submits orders according to the requirements set forth by the hospital/agency. Maintains credit card bills and invoices as required and submits to the business office within the time frames designated. Professionally interacts with all vendors and companies at all times. Logs items purchased and keeps accurate filing records for easy reference and retrieval by any of the other office clerks as necessary.

Maintains the Rehab Purchasing Budget Report in an up-to-date fashion for the Rehab Program. Keeps the Purchasing Budget Report current for quick access for the Rehab Program in order to justify the spending by each of the departments and services within Central Rehab Services.

Oversees and/or conducts property inventory on a yearly basis and makes note of deleted or outdated items no longer on the program and of all new items acquired during the year. Maintains a record of all inventoried items in Central Rehab and works with the Property staff as required to update or delete property from the current inventory.

Serves as backup to the other clerical staff as needed and cross trains the other office clerks to perform duties associated with inventories, patient schedules, unit rosters, work orders, and ordering supplies. Backs up the other clerks as needed by performing tasks such as timekeeping, completing reports, taking minutes, copying materials, distributing mail, etc.

Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. A review of the record indicates employee participation in disaster response and COOP activation.

Responsibly completes any other duties as assigned to support the program and operations. Knowledge Skills Abilities:
Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic; of business or program terminology, methods, and procedures; of warehousing procedures; of state purchasing policies and procedures; and of records administration and maintenance techniques and procedures.

Skill in the use of a computer and office equipment. Ability to prepare and maintain records, files, and reports; to transfer stock from one location to another; to make arithmetic computations; and to communicate effectively.

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