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Administrative Asst I

Administrative Asst I will be appointed by and accountable to the Director of Client Records. The Administrative Assistant I will be responsible for overseeing the main office and making sure if someone’s comes over to look at a folder that the folder is signed out before it leaves the office. Making sure all excess folders are brought up from the record clerk's office to the main office on a routine basis. The Administrative Asst I main job duty is to keep all IDRCs (Intellectual Disability/Related Condition) Assessment and ICAPs (Inventory for Client and Agency Planning) current, and oversee the Guardianship Log, keeping all Guardianships current in IRIS and Shares. Also acts as back up for Director of Records, can perform admissions and discharges, and fulfill/initiate Court Subpoenas and non-legal document request.

Essential Job Functions:
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.

Responsible for maintaining the excess folders (all documentation maintained in records clerk office for the previous staffing year) once it is brought over to the main office.

Responsible for setting up the master folder on all new admissions and making and setting up the new active folder for the record clerks to take to the home.

Responsible for filing all documents that come in on a daily basis that goes into the Master Folder or needs to be filed into an excess folder.

Responsible for responding to all requests from Disability Rights of Texas and ensuring that all information requested is sent to them by requested date.

Responsible for responding to all court subpoenas that are received and notifying the Director of the facility as well as the Division Head of Quality Services Management and State Office Legal Department immediately upon receipt of a subpoena.

Responsible for obtaining all information needed to complete the Intellectual Disability / Related Conditions Form on all new admissions into the Portal and ensure that the information is correct in order to obtain a Level of Need (which has to do with funding of the facility) within the mandated timelines.

Responsible for maintaining a list of all individuals that shows when the current Intellectual Disability / Related Conditions Form expires and make absolutely certain that a new one is entered into the Portal before the current one expires to ensure that an individual is never without a valid level of need.

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.

Knowledge Skills Abilities:
Ability to solve problems, make decisions, and use good judgement and apply knowledge of departmental policies when dealing with critical incidents.
Ability to enter data into the computer using the appropriate software.
Knowledge of business English, spelling, punctuation, and arithmetic and of general office practices and procedures.
Ability to compose letters and memorandums and communicate effectively.
Ability to compile daily statistics / reports.
Ability to work independently, as well as cooperatively, within a team situation.
Ability to demonstrate flexibility and willingness to accept additional responsibility as the need arises.
Knowledge of Prevention and Management of Aggressive Behavior (PMAB) techniques with the ability to appropriately apply this knowledge in necessary situations.
Effectively communicate skills both verbally and in writing, with good ability to direct and instruct.
Physical ability to read and great deal of information in a timely manner to keep informed and updated

Registration or Licensure Requirements:
None

Initial Selection Criteria:
High School diploma or GED required. Previous experience in working in a record's setting preferred. Administrative assistant or clerk experience preferred.

Additional Information:
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS OIG List of Excluded Individuals/ Entities. Males between the ages of 18 – 25 must be registered with the Selective Service.

All State Supported Living Center Employees are subject to Random Drug Testing.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

MOS Code:
MOS Code: Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/Job Descriptions.aspx.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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