State Hospital Administrative Assistant I – Front Desk

Texas Health and Human Services; Harlingen (TX); On-site; USD 29,000 - 38,000; Full time

Benefits offered by this job

Health Insurance for full-time

Pension plan

Time off benefits

Career advancement opportunities

Job summary

The Administrative Assistant I at HHSC Rio Grande State Center in Harlingen, TX performs entry-level nursing department administrative support, answering routine calls, handling mail, scheduling, and filing under close supervision.

Responsibilities include inventory, reports, data entry, calendar management, and coordination with security, nursing, and maintenance; overtime and off-campus tasks may be required. Requires MS Office proficiency and a Texas driver’s license.

Qualifications

• Knowledge of office procedures and basic clerical duties.
• Skill in the use of Microsoft Office systems to include TEAMs, Outlook, Excel, Word and PowerPoint.
• Ability to organize information both orally and in writing.
• Ability to utilize and evaluate various databases effectively.
• Ability to communicate accurately and tactfully both orally and in writing.
• Ability to prioritize and manage tasks effectively, producing work on time, no or minimal errors.
• Ability to effectively use automated office systems, equipment and basic computer software.

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.
• Serves as a receptionist for the program administrative office. Answers and directs telephone calls when required. Takes messages in a clear and accurate manner. Greets visitors to the program and model's professional behavior. Fills in preformed documents maintaining accuracy and files approved documents in appropriate database or cabinet. Prepares daily calendar information as requested.
• Sorts and files correspondence, reports, purchase orders, summaries, manuals, vouchers, records and other related forms 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 department inventories such as medical supplies and publications.
• Assists in maintaining adequate supplies for the unit. Prepares emergency packages for department supplies as needed. Adequately and appropriately record and process all received purchases. Periodically requires going off campus for purchases. Makes copies, scans documents, files hard copy and electronic data as required.
• Assists in receiving mail and delivers mail and maintains office equipment; retrieves packages as needed; types letters and receiving reports for staff as needed.
• 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 and outside vendors such as Xerox.
• Communicates and distributes all required information regarding department business inquiries, activities and projects to team lead or manager. Ensures communication in the department to appropriate areas (Security, Director, nursing, social services, psychiatry, etc.). Leads and assists Clerks as needed.
• Performs other duties as assigned.

Skills

Communication

Organization

Task prioritization

Written communication

Tools

Microsoft Office

Job description

The Administrative Assistant I at HHSC Rio Grande State Center in Harlingen, TX performs entry-level nursing department administrative support, answering routine calls, handling mail, scheduling, and filing under close supervision.

Responsibilities include inventory, reports, data entry, calendar management, and coordination with security, nursing, and maintenance; overtime and off-campus tasks may be required. Requires MS Office proficiency and a Texas driver’s license.