Administrative Assistant II - Front Desk & Data Support

Health & Human Services Comm; Carlsbad (TX); On-site; USD 32,000 - 44,000; Full time

Job summary

Health & Human Services Comm (HHSC) in Carlsbad, Texas, is hiring an Administrative Assistant II to perform routine journey-level administrative support at the San Angelo State Supported Living Center. Responsibilities include receptionist duties, data entry, reports, requisitions, and calendar management, under general supervision.

The role requires strong organizational skills, confidential handling of documents, and ability to prepare and process department reports.

Responsibilities

• 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.
• Serves as a receptionist for the program administrative office. Answers and directs all telephone calls as needed. Greets visitors to the program and model's professional behavior. Types sensitive documents, maintaining strict confidentiality, and routes to appropriate parties for approval. Prepares daily calendar information as requested.
• Produces, reviews and proofs correspondence, reports, purchase orders, summaries, manuals, vouchers, records and other related forms. Prepares department program reports, such as daily census, staff or individuals in care activity, other reports as required by department. Compiles, organizes and tabulates data; performs calculations and prepares reports for managers as required such as inventory levels, requisitions entered, expenditure charts and tables.
• Maintain adequate supplies for the unit. Prepares emergency orders for supplies as needed. Adequately and appropriately record and process all approved requisition purchases. Periodically requires going off campus for purchases. Makes copies, scans documents, files hard copy and electronic data as required.
• Receives, stamps, and delivers mail; maintains office equipment; retrieves packages as needed; types letters and reports for staff as needed. Performs routine clerical duties as assigned. Serves as Notary Public for the program, notarizing all pertinent documents. Acts as department notary when needed to notarizes documents required.
• Prepares and submits facility work orders as needed. Follows up on work order status and maintains work order reports. Provides clear communication between the unit and maintenance department.
• Communicates and distributes all necessary information regarding department business inquiries, activities and projects to team lead or manager. Ensures communication in the department to appropriate areas (security, director, nursing, QIDP services, psychiatry, etc.). Leads and assists clerks and administrative assistant I's as required.
• 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.

Job description

Health & Human Services Comm (HHSC) in Carlsbad, Texas, is hiring an Administrative Assistant II to perform routine journey-level administrative support at the San Angelo State Supported Living Center. Responsibilities include receptionist duties, data entry, reports, requisitions, and calendar management, under general supervision.

The role requires strong organizational skills, confidential handling of documents, and ability to prepare and process department reports.