Job description
Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.
The Administrative Assistant III works Monday to Friday, 8:00 AM to 5:00 PM.
Performs complex level administrative support to the Assistant Superintendent of North Texas State Hospital (NTSH). The work involves distribution of reports from Support Services Quality Improvement Committee (Food Service, Laundry, Maintenance, Risk Management and Housekeeping) for hospital leadership. The Administrative Assistance III work involves Capital Expenses to include development and maintenance of filing systems and tracking expenses. Serves on the Environment of Care committee as needed and assists with safety drills and the coordination of the Support Services Quality Improvement Committee. Handles the Employee grievance processes, the Employee referral program and outside employment, all of which involves collaboration with staff from all areas of the HHSC. Maintains NTSH employee files for the office of the Assistance Superintendent direct reports. Prepares training materials, graphs, charts, etc. Maintains schedules for meetings and AOD calendar. Position will train others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Position has dual campus responsibilities. Actively participates and serves in a supporting role on Continuity of Operations (COOP). This position reports directly to the Assistant Superintendent.
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.
The Administrative Assistant III works Monday to Friday, 8:00 AM to 5:00 PM.
Performs complex level administrative support to the Assistant Superintendent of North Texas State Hospital (NTSH). The work involves distribution of reports from Support Services Quality Improvement Committee (Food Service, Laundry, Maintenance, Risk Management and Housekeeping) for hospital leadership. The Administrative Assistance III work involves Capital Expenses to include development and maintenance of filing systems and tracking expenses. Serves on the Environment of Care committee as needed and assists with safety drills and the coordination of the Support Services Quality Improvement Committee. Handles the Employee grievance processes, the Employee referral program and outside employment, all of which involves collaboration with staff from all areas of the HHSC. Maintains NTSH employee files for the office of the Assistance Superintendent direct reports. Prepares training materials, graphs, charts, etc. Maintains schedules for meetings and AOD calendar. Position will train others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Position has dual campus responsibilities. Actively participates and serves in a supporting role on Continuity of Operations (COOP). This position reports directly to the Assistant Superintendent.
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.
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.
Maintains the schedule and coordinates all meeting preparation for the Assistant Superintendent in order that the Assistant Superintendent is fully prepared to participate in the meetings. Dual Campus responsibility and train others for backup.
Serves as the recorder for the Environment of Care committee as needed. Minutes of all EC meetings will be a finished draft in 5 working days after the meeting. The Environment of Care Committees serves a vital function for the hospital the monitoring and improvement of environmental issues and for Joint Commission compliance and as such the minutes serve as a manner of tracking compliance and improvements. The minutes go to the Assistant Superintendent.
The Administrative Assistant III develops and maintain files related to capital expense to include tracking of capital expenses. Also, will coordinate with staff/central administration to process employee referrals and outside employment paperwork process to ensure compliance with agency policy.
Remains current with Joint Commission Standards on the Environment of Care, Life Safety and Emergency Management communicating changes to EC committee and hospital leadership and assists with fire drills and other safety related activities as needed.
In order to ensure a smooth and effective flow of information thereby reducing the chance for miscommunications, the Administrative Assistant III is responsible for managing communication coming into and going from the Office of the Assistant Superintendent. This includes but is not limited to, phone calls, e-mails, reports, data management, requests for information, preparation of training materials, etc.
Accurate data is essential for the management and direction of the Support Services Quality Improvement Committee (Maintenance, Food Service, Laundry, & Housekeeping) section of NTSH. The Administrative Assistant Coordinates the development and distribution of the support services data report and IOP reports. Develops spread sheets, charts, as needs for monitoring and tracking purposes of Safety, Risk Management etc. as needed.
Responsible for coordinating the employee grievance process for the Wichita Falls campus. The process incudes coordinating the date, time and location of the grievance and seeing to the distribution of any information related to the grievance as allowed.
Completes general office functions as necessary including but not limited to completing work orders, maintaining an adequate level of supplies, maintaining and distributing the AOD schedule, travel arrangements, conference room scheduling, etc.
In order that administrative services function smoothly it is necessary for Administrative Assistant III to work collaboratively with counterparts in the offices of the Superintendent, Clinical director, Directors of Programs. and others as needed.
Maintains the on-site personal records for the direct reports of the Assistant Superintendent.
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.
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.
Maintains the schedule and coordinates all meeting preparation for the Assistant Superintendent in order that the Assistant Superintendent is fully prepared to participate in the meetings. Dual Campus responsibility and train others for backup.
Serves as the recorder for the Environment of Care committee as needed. Minutes of all EC meetings will be a finished draft in 5 working days after the meeting. The Environment of Care Committees serves a vital function for the hospital the monitoring and improvement of environmental issues and for Joint Commission compliance and as such the minutes serve as a manner of tracking compliance and improvements. The minutes go to the Assistant Superintendent.
The Administrative Assistant III develops and maintain files related to capital expense to include tracking of capital expenses. Also, will coordinate with staff/central administration to process employee referrals and outside employment paperwork process to ensure compliance with agency policy.
Remains current with Joint Commission Standards on the Environment of Care, Life Safety and Emergency Management communicating changes to EC committee and hospital leadership and assists with fire drills and other safety related activities as needed.
In order to ensure a smooth and effective flow of information thereby reducing the chance for miscommunications, the Administrative Assistant III is responsible for managing communication coming into and going from the Office of the Assistant Superintendent. This includes but is not limited to, phone calls, e-mails, reports, data management, requests for information, preparation of training materials, etc.
Accurate data is essential for the management and direction of the Support Services Quality Improvement Committee (Maintenance, Food Service, Laundry, & Housekeeping) section of NTSH. The Administrative Assistant Coordinates the development and distribution of the support services data report and IOP reports. Develops spread sheets, charts, as needs for monitoring and tracking purposes of Safety, Risk Management etc. as needed.
Responsible for coordinating the employee grievance process for the Wichita Falls campus. The process incudes coordinating the date, time and location of the grievance and seeing to the distribution of any information related to the grievance as allowed.
Completes general office functions as necessary including but not limited to completing work orders, maintaining an adequate level of supplies, maintaining and distributing the AOD schedule, travel arrangements, conference room scheduling, etc.
In order that administrative services function smoothly it is necessary for Administrative Assistant III to work collaboratively with counterparts in the offices of the Superintendent, Clinical director, Directors of Programs. and others as needed.
Maintains the on-site personal records for the direct reports of the Assistant Superintendent.
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.
Knowledge Skills Abilities:
Knowledgeable in the Mission, Vision and Values of HHSC.
Skill in organizing.
Very skilled in the use of computers.
Skill in developing and using spreadsheets.
Knowledge in developing metrics.
Ability to analyze data.
High level of skill in communication written & oral.
High level of skill in professional interactions with others.
Ability to handle sudden and constant change.
Skill in problem identification.
Skill in taking the initiative to mitigate problems within area of responsibility.
Skill in managing personal boundaries.
Knowledgeable in the Mission, Vision and Values of HHSC.
Skill in organizing.
Very skilled in the use of computers.
Skill in developing and using spreadsheets.
Knowledge in developing metrics.
Ability to analyze data.
High level of skill in communication written & oral.
High level of skill in professional interactions with others.
Ability to handle sudden and constant change.
Skill in problem identification.
Skill in taking the initiative to mitigate problems within area of responsibility.
Skill in managing personal boundaries.
Registration or Licensure Requirements:
Must possess a valid Texas driver license, Class C, or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.
Must possess a valid Texas driver license, Class C, or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.
Initial Selection Criteria:
Graduation from a standard high school or equivalent.
Experience in Administrative support work.
Two (2) years office experience using Microsoft Office Products.
Experience in preparing and maintaining records, files, and reports.
Experience with customer service.
Graduation from a standard high school or equivalent.
Experience in Administrative support work.
Two (2) years office experience using Microsoft Office Products.
Experience in preparing and maintaining records, files, and reports.
Experience with customer service.
Additional Information:
Salary Note: The salary offered will follow HHS HR Policy starting salary guidelines which are typically made at or near the minimum of the salary range. For internal applicants, there can be limitations in consideration of applicant’s current classification and salary and is dependent upon available budget. Note: For program areas that have an approved market rate, the starting salary is considered the minimum of the market rate.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, 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 applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.
All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.
COVID-19 Precaution(s):
Personal protective equipment required and provided
Temperature screenings
Social distancing guidelines in place
Sanitizing, disinfecting, or cleaning procedures in place
Vaccines available for employees
If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747.
Salary Note: The salary offered will follow HHS HR Policy starting salary guidelines which are typically made at or near the minimum of the salary range. For internal applicants, there can be limitations in consideration of applicant’s current classification and salary and is dependent upon available budget. Note: For program areas that have an approved market rate, the starting salary is considered the minimum of the market rate.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, 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 applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.
All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.
COVID-19 Precaution(s):
Personal protective equipment required and provided
Temperature screenings
Social distancing guidelines in place
Sanitizing, disinfecting, or cleaning procedures in place
Vaccines available for employees
If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747.
MOS Code:
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/JobDescriptions.aspx.
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/JobDescriptions.aspx.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
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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