Administrative Assist III-Maintenance Support

Texas Health and Human Services; Rusk (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Texas Health and Human Services is seeking an Administrative Assistant III – Maintenance Support to provide administrative and technical support for Plant Maintenance operations. You will handle record-keeping, procurement, data management, and coordination of facility repairs while ensuring confidentiality and compliance across departments.

The role includes managing work orders in CAFM, serving as a liaison with internal and external partners, and participating in disaster response and COOP

Qualifications

• Experience in administrative support roles.
• Proficiency with Microsoft Office and business English.
• Knowledge of HIPAA laws and confidentiality practices.
• Strong written and verbal communication, proofreading and time-keeping abilities.
• Ability to implement and evaluate administrative procedures; interpret policies.
• Ability to manage multiple projects and meet deadlines; both independently and in a team.
• Skilled in preparing correspondence, forms, and requisitions.
• Ability to communicate effectively and maintain confidentiality.

Responsibilities

• Maintain up-to-date internal record-keeping systems; manage confidential documents.
• Purchase equipment and parts for shops, ensuring compliance with procurement policies.
• Act as primary liaison with the public, internal departments, government entities, and external organizations.
• Organize and coordinate meetings, conferences, and seminars; schedule appointments; prepare agendas.
• Enter and close work orders in the CAFM system as requested.
• Serve as Data Coordinator for Plant Maintenance; manage data and support users.
• Coordinate office and facility repairs through vendors or maintenance personnel; enter repairs in CAFM and track completion.
• Communicate with staff to update contact lists and maintain current AUA certification status.
• Perform other duties as assigned, including disaster response/COOP activation.

Skills

Office procedures

MS Office

HIPAA laws

Communication

Policy interpretation

Project management

Correspondence drafting

Confidentiality

Tools

CAFM system

Microsoft Office

Job description

Job Summary

Under the direction of the Plant Manager, the Administrative Assistant III – Maintenance Support performs administrative and technical assistance to support unit operations. Responsibilities include record keeping, procurement, communication, facility repairs coordination, data management, and participation in disaster response and continuity of operations.

Responsibilities

• Maintain accurate, up-to-date internal record‑keeping systems; manage confidential documents.
• Purchase equipment and parts for shops, ensuring compliance with procurement policies.
• Act as primary liaison with the public, internal departments, government entities, and external organizations.
• Organize and coordinate meetings, conferences, and seminars; schedule appointments; prepare agendas.
• Enter and close work orders in the Computer‑Aided Facility Management (CAFM) system as requested.
• Serve as Data Coordinator for Plant Maintenance, managing data, troubleshooting mechanical issues, and supporting users.
• Coordinate office and facility repairs through vendors or maintenance personnel; enter repairs in CAFM and track completion.
• Communicate with staff to update contact lists and maintain current AUA certification status.
• Perform other duties as assigned, including participation in disaster response/COOP activation.

Essential Functions

• Attend work on a regular basis; work specific shift schedules, overtime, or rotating shifts as required.
• Maintain internal records and documentation while ensuring adherence to policies and procedures.
• Manage daily mail and certified mail, obtaining signatures and following proper mailing processes.
• Update contact lists, ensuring phone numbers and addresses are current; maintain staff shop phone list.
• Coordinate repairs, enter work orders, and report elevator issues for dispatch.
• Analyze documentation and data to support technical operations and efficient administrative processes.
• Prepare and distribute official correspondence, analytical reports, and research studies with accuracy.
• Ensure accuracy of maintenance records and streamline communication across departments.
• Procure equipment and parts in compliance with procurement policies; reconcile invoices.
• Manage data security and confidentiality; perform regular backups.
• Maintain current AUA certification for staff; provide guidance for completion.

Knowledge, Skills, & Abilities

• Knowledge of office practices and administrative procedures.
• Proficiency in business English, spelling, grammar, and Microsoft Office products.
• Knowledge of state travel policy, record‑keeping, filing systems, and HIPAA laws.
• Strong written and verbal communication, proofreading, editing, and time‑keeping abilities.
• Ability to implement and evaluate administrative procedures; interpret policies.
• Independent and team orientation; ability to manage multiple projects and meet timelines.
• Skill in preparing correspondence, forms, and requisitions.
• Ability to communicate effectively and maintain confidentiality.

Qualifications & Screening Criteria

• Minimum of 2 years’ experience in a professional support role.

Background & Eligibility

• Applicants must pass a fingerprint criminal background check, pre‑employment drug screen, and regulatory registry checks (CANRS, Nurse Aid, etc.).
• Males aged 18‑25 must be registered with the Selective Service.
• Applicants must be at least 18 years old (with specific age requirements for certain programs).
• Compliance with immunization policy is required; influenza vaccination or mask protocol as applicable.