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Administrative Support Specialist
3 months ago
Are you looking to contribute to a meaningful mission while developing your skills in a supportive environment? At the Texas Department of Aging & Disability Services, we value teamwork, integrity, and inclusivity.
Our organization is committed to fostering a diverse community where every employee feels appreciated and empowered. If you are passionate about providing compassionate and innovative support, we invite you to explore the opportunity outlined below.
The Administrative Support Specialist operates under the guidance of the Switchboard Manager, managing incoming and outgoing communications. This role involves maintaining records and performing essential clerical tasks related to the PBX system. Responsibilities include updating on-call schedules, addressing emergency situations, and facilitating communication between various departments. The position also requires handling financial transactions, such as meal ticket sales and deposits, and coordinating transportation logistics for staff.
Key Responsibilities:
- Maintain regular attendance and adhere to agency policies while performing assigned duties.
- Execute receptionist tasks, including operating a multi-line telephone system, managing calls, and welcoming visitors with professionalism.
- Schedule and manage vehicle usage for staff, ensuring compliance with organizational policies. Maintain accurate logs for vehicle keys and credit card issuance.
- Compile and analyze data related to switchboard operations, generating reports for evaluation purposes.
- Respond to emergencies and unusual occurrences, effectively communicating critical information to relevant personnel.
- Monitor and update after-hours on-call logs to ensure accurate contact information is available for urgent situations.
- Provide liaison services for language interpretation, assisting callers and visitors in connecting with appropriate resources.
- Greet visitors, offering necessary forms and information, and ensure proper documentation is forwarded to the relevant departments.
- Manage financial transactions related to meal ticket sales, ensuring accurate record-keeping and secure deposits.
- Track and document all incoming and outgoing calls, contributing to the overall efficiency of switchboard operations.
- Participate in disaster response and recovery efforts, supporting the agency's operational continuity as needed.
Required Skills and Abilities:
- Proficient in operating PBX switchboard systems.
- Strong interpersonal skills to collaborate effectively with colleagues and clients.
- Competent in utilizing necessary equipment and technology for job functions.
- Ability to manage paperwork and documentation accurately.
- Excellent communication skills, both verbal and written.
- Knowledge of HIPAA regulations and ability to apply them appropriately.
- Proficient in spelling, reading, and writing.
