Front Desk Administrative Part Time Position

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

Administrative Assistant

Administrative Asst IV

Business and Financial Operations

Shift: Day

Additional Shift:

Telework:

Travel: Up to 25%

Regular/Temporary: Full Time/Part Time: Full time

Facility Location:

Under the direction of the Preparedness Program Manager and in collaboration with the Operations Supervisor and Epidemiology Manager, serves as the administrative assistant for two Public Health Region 8 programs: Performs highly complex (senior-level) administrative support work and related technical assistance to support the efficient operation of both programs.

Coordinates records and file management, general office and clerical functions, maintenance of the Region 8 Active Employee Database, and tracking of required employee trainings and associated due dates. Conducts administrative reviews of records, purchasing documentation, travel requests, training records, and other documents to ensure administrative completeness and accuracy. Compiles and edits data and prepares summaries and reports. Explains and disseminates established information concerning agency and program administrative procedures and responds to complex administrative inquiries within assigned authority.

Compiles materials and coordinates administrative and logistical support for meetings, conferences, trainings, exercises, field activities, and special events. Communicates professionally with program staff, regional offices, vendors, public health partners, local jurisdictions, elected officials, and members of the public. Provides periodic front-desk coverage and backup administrative support for other regional programs. During public health emergencies or other all-hazards incidents, may serve in an administrative or logistical support role within the Region 8 Incident Management Team, Regional Health and Medical Operations Center (RHMOC), Regional Medical Operations Center (RMOC), or Disaster District Committee (DDC). Emergency response, recovery, or Continuity of Operations activities may require an alternate shift, work location, or supervisor. Must be able to independently travel throughout Texas and out of state to perform essential job functions.

Works under limited supervision, with moderate latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual, or unique situations arise. Must independently organize competing priorities, track routine and time-sensitive assignments, anticipate administrative needs, and ensure assigned work is followed through to completion in accordance with established policies and procedures. Assists the Preparedness Program Manager, Epidemiology Manager, and Operations Supervisor with program budget and purchasing activities. compiles supporting financial information; Routes purchasing documents for required review and approval. Receives items, verifies deliveries against purchasing documentation, distributes items to the appropriate program or employee, and maintains receipts, invoices, packing slips, and other required records. Maintains inventory and durable-equipment records. (RECORDS MANAGEMENT

Develops and maintains organized paper and electronic filing and records-management systems for the Preparedness and Response and Epidemiology programs. Conducts administrative reviews of records and documents to ensure completeness and accuracy. Maintains the Region 8 Active Employee Database and associated employee information, including emergency contact information and other required records. Maintains the confidentiality and security of employee, financial, and program information. (ADMINISTRATIVE SUPPORT

Prepares, formats, proofreads, edits, and distributes correspondence, memoranda, reports, forms, spreadsheets, presentations, and other administrative or technical documents. Compiles and edits data and prepares summaries, tracking reports, and other administrative products. Explains and disseminates established information concerning agency and program administrative procedures. Receives, researches, responds to, or routes complex administrative inquiries from program staff, regional offices, vendors, public health partners, local jurisdictions, elected officials, and members of the public. Plans and coordinates administrative and logistical support for meetings, conferences, trainings, exercises, field activities, and special events. Schedules facilities and meeting spaces; prepares agendas, rosters, handouts, presentations, and other materials; coordinates supplies and equipment; and provides on-site administrative support. Coordinates travel-related administrative activities, including travel requests, reservations, reimbursement documentation, DART card documentation, and rental-vehicle arrangements. OFFICE OPERATIONS

Supports general office operations by maintaining office supplies, processing and distributing correspondence and mail, answering and routing telephone calls, and completing other clerical functions. Provides periodic front-desk or switchboard coverage. Cross-trains with other regional administrative staff to be able to provide support when needed. (Office practices, administrative procedures, records management, and confidentiality requirements.

State budgeting, purchasing, receiving, invoicing, travel, and inventory-control procedures.

Data management, database maintenance, and basic financial recordkeeping.

Business English, professional writing standards, and customer-service practices.

Using standard office equipment and Microsoft Word, Excel, Outlook, PowerPoint, and Teams.

Professional verbal and written communication, including composing, proofreading, and editing documents.

Organization, prioritization, time management, and tracking assignments through completion.

Maintaining filing systems, databases, spreadsheets, and administrative records.

Coordinating purchasing, vendors, meetings, trainings, travel, and other logistical activities.

Implement administrative systems and interpret and apply applicable rules, policies, and procedures.

Organize complex or incomplete information, manage competing priorities, and meet deadlines.

Maintain confidentiality, collaborate effectively, and provide guidance regarding established administrative processes.

Adapt to changing assignments, alternate work environments, emergency-response duties, and travel requirements.

Registrations, Licensure Requirements or Certifications:

Must possess a valid Class C Texas driver's license or equivalent license from another state and maintain an acceptable driving record in accordance with DSHS policy.

Must successfully complete FEMA Independent Study courses IS-100, IS-200, IS-700, and IS-800 within twelve (12) months of employment.

Associate degree from an accredited institution of higher education and at least two (2) years of experience performing clerical or administrative support work;

At least four (4) years of experience performing clerical or administrative support work.

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 for this position. In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at View phone number on aiapply.co or via email at View email address on aiapply.co.