Administrative Asst IV

4 weeks ago

Vernon, Canada Texas Department of Aging & Disability Services Full time
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.

Administrative Asst IV works Monday to Friday, 8:00 AM to 5:00 PM.

Performs complex level administrative support in the Office of the Superintendent Suite of North Texas State Hospital (NTSH) - Vernon. The work involves distribution of reports for hospital leadership. The Administrative Assistance IV work involves Capital Expenses to include development and maintenance of filing systems and tracking expenses. Serves on the Environment of Care committee as needed and assists with safety drills and the coordination of the Support Services Quality Improvement Committee. Handles the Employee grievance processes, the Employee referral program and outside employment, all of which involves collaboration with staff from all areas of the HHSC. Maintains NTSH employee files for the office of the Superintendent direct reports. Prepares training materials, graphs, charts, etc. Maintains schedules for meetings and AOD calendar. Position will train others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Position has dual campus responsibilities. Actively participates and serves in a supporting role on Continuity of Operations (COOP). This position reports directly to the Superintendent.

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:
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.

Maintains the schedule and coordinates all meeting preparation for the Superintendent in order that the Superintendent is fully prepared to participate in the meetings. Dual Campus responsibility and train others for backup.

The Administrative Assistant IV develops and maintain files related to capital expense to include tracking of capital expenses. Also, will coordinate with staff/central administration to process employee referrals and outside employment paperwork process to ensure compliance with agency policy.

Remains current with Joint Commission Standards on the Environment of Care, Life Safety and Emergency Management communicating changes to EC committee and hospital leadership and assists with fire drills and other safety related activities as needed.

In order to ensure a smooth and effective flow of information thereby reducing the chance for miscommunications, the Administrative Assistant IV is responsible for managing communication coming into and going from the Office of the Superintendent. This includes but is not limited to, phone calls, e-mails, reports, data management, requests for information, preparation of training materials, etc.

Accurate data is essential for the management and direction of the Support Services Quality Improvement Committee (Maintenance, Food Service, Laundry, & Housekeeping) section of NTSH. The Administrative Assistant Coordinates the development and distribution of the support services data report and IOP reports. Develops spread sheets, charts, as needed for monitoring and tracking purposes of Safety, Risk Management etc. as needed.

Responsible for coordinating the employee grievance process for the Vernon campus. The process incudes coordinating the date, time and location of the grievance and seeing to the distribution of any information related to the grievance as allowed.

Completes general office functions as necessary including but not limited to completing work orders, maintaining an adequate level of supplies, maintaining and distributing the AOD schedule, travel arrangements, conference room scheduling, etc.

In order that administrative services function smoothly it is necessary for Administrative Assistant IV to work collaboratively with counterparts in the offices of the Superintendent, Clinical director, Directors of Programs. and others as needed.

Maintains the on-site personal records for the direct reports of the Superintendent.

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 Abilities:
Knowledgeable in the Mission, Vision and Values of HHSC.

Skill in organizing.

Very skilled in the use of computers.

Skill in developing and using spreadsheets.

Knowledge in developing metrics.

Ability to analyze data.

High level of skill in communication written & oral.

High level of skill in professional interactions with others.

Ability to handle sudden and constant change.

Skill in problem identification.

Skill in taking the initiative to mitigate problems within area of responsibility.

Skill in managing personal boundaries.

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