Job Information
HEALTH AND HUMAN SERVICES COMMISSION Administrative Asst II in AUSTIN, Texas
Job/Position DescriptionAdministrative Asst IIPerforms routine (journey-level) administrative support for Health and Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management. Performing administrative support work involving disseminating information, preparing correspondence, creating reports and documents regarding State Office mail matters. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This role will provide administrative support for the State Officesand#146; State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS). This position trains and leads one or more mail office employees in the sorting and distribution of state mail. Develops, coordinates, and maintains record keeping and filing systems. Processing inbound and outbound mail using Microsoft Windows software and various high speed/production mail equipment. Ensuring daily collection of mail from the United States Postal Service USPS station is completed in a timely manner.Essential Job FunctionsEJF 1. 35% Administrative Support:Provides administrative support for Health and Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management. Performing administrative support work involving disseminating information, preparing correspondence, creating reports and documents regarding State Office mail matters. Will support and assist supervisors with plans for repairs, services, and reports on fleet vehicles. Will support and assist managers with maintaining office schedules and appointments. Will assist with internal mail delivery. Will arrange for the scheduling and transfer of surplus items. Performs backup office coverage duties. Will support managers and supervisors in onboarding new employees. Performs related work as assigned. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This role will provide administrative support for the State Officesand#146; State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS). EJF 2. 10% Staff Development:Provides training for current, newly hired, and temporary mail services employees, showing job tasks for the position and cross training to other mail office positions to facilitate backup capability. Ensures the collection of inbound mail from the US Post Office is completed daily, assigning sorting, and distributing tasks to employees and routing to appropriate mail bins. Delivering HHS State Office agencies mail twice daily. EJF 3. 15% Filing and Reporting:Reviews, edits, and reconciles discrepancies in reports, purchase orders, correspondence, summaries, manuals, vouchers, journals, ledgers, requisitions, records, and other related forms. Develops and keeps files. Updates these files regularly, making changes as appropriate. Prepares postage summary reports for HHSC Mail Services accountant, maintaining accurate logs. Maintains an organized filing system. Uses computer programs i.e., Excel and Word proficiently to complete and maintain ongoing records and postage expenditure reports. Maintains posta https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=615359 Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.