On-Site Admin Coordinator — Healthcare Support

Health & Human Services Comm; Terrell (TX); On-site; USD 35,000 - 49,000; Full time

Benefits offered by this job

Health insurance

Pension plan

Time off

Job summary

Health & Human Services Commission (HHSC) in Terrell, TX, is seeking an Area Coordinator to provide administrative support at the Terrell Center for Youth. The role emphasizes file management, scheduling, and liaison work with the public, staff, and agencies to ensure compliant operations and service quality.

The position requires strong Microsoft Office skills, attention to detail, and the ability to handle multiple tasks, meet deadlines, and maintain confidential records in a fast-paced

Qualifications

• Knowledge of office practices and administrative procedures.
• Knowledge of business English, spelling and grammar.
• Knowledge of state travel policy and procedure.
• Knowledge of record keeping and filing systems.
• Knowledge of HIPPA laws
• Skilled in written communications.
• Skilled in proofreading and editing.
• Skilled in verbal communications.
• Skilled in time keeping.
• Skilled in Microsoft office products.
• Ability to implement administrative procedures and to evaluate their effectiveness.
• Ability to work independently and as a team member.
• Ability to manage multiple projects while meeting timelines.

Responsibilities

• Attends work on a regular basis and may be asked 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.
• Establish, track, and maintain internal record-keeping systems, ensuring all files are accurate, up-to-date, and securely stored. Manage confidential documents with discretion, facilitating the creation, transmission, reproduction, and appropriate distribution of records in compliance with agency policies and regulations. 20%
• Serve as a key point of contact by communicating professionally and effectively with the public, internal staff, government agencies, and private organizations. Provide timely responses to inquiries regarding agency rules, regulations, policies, and procedures while maintaining a positive and service-oriented approach to stakeholder engagement. 15%
• Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, furniture, and equipment, determining the appropriate method to pay for goods or services purchased by the department following policy and procedures, and utilizing the appropriate process. 15%
• Organize and coordinate meetings, conferences, and seminars by scheduling, preparing agendas, arranging logistics, and ensuring all necessary materials are available. Facilitate communication before, during, and after events, providing documentation and follow-ups to support successful outcomes. Handles travel arrangements, requests, and vouchers for reimbursement. Monitor and initiate purchases of office supplies, training materials, conference registrations. 15%
• Gather, review, and analyze documents and data to provide technical assistance and administrative support. Prepares and routes reports and forms to Director and/or Area leadership to obtain approval, via electronic signature. Compiles and reviews studies and other documents to ensure quality, accuracy, and compliance with facility and department guidelines. Assist in compiling information for audits, compliance checks, and other reporting needs. 15%
• Maintain structured and efficient filing systems to support easy retrieval and secure storage of documents. Manage incoming and outgoing communications by answering phone calls, distributing mail, and directing inquiries to appropriate personnel. Coordinate workflow between different organizational units, order office supplies and equipment, and ensure the office environment remains organized and functional. 15%
• 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. 5%

Skills

Office procedures

Business English

HIPAA knowledge

MS Office

Verbal communication

Written communication

Time management

Record keeping

Travel policy

Independence

Teamwork

Job description

Health & Human Services Commission (HHSC) in Terrell, TX, is seeking an Area Coordinator to provide administrative support at the Terrell Center for Youth. The role emphasizes file management, scheduling, and liaison work with the public, staff, and agencies to ensure compliant operations and service quality.

The position requires strong Microsoft Office skills, attention to detail, and the ability to handle multiple tasks, meet deadlines, and maintain confidential records in a fast-paced