Administrative Asst Iii - Austin, United States - Health & Human Services Comm

Health & Human Services Comm
Health & Human Services Comm
Verified Company
Austin, United States

1 month ago

Mark Lane

Posted by:

Mark Lane

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Description
Administrative Asst III- This position has the ability to work remotely
**Salary typically falls under mid-range.

  • Under the direct supervision of the Adult and Children's Mental Health (AMH/CMH) Services Director, performs moderately complex administrative duties and/or technical program assistance work to support operations of the AMH/CMH unit under Mental Health Programs, Planning and Policy.
  • Provide quality customer service to both internal and external stakeholders by providing professional, prompt, and thorough responses and taking the initiative to proactively assist when need and or directed by the Unit Director. Communicates clearly, concisely, and effectively with both internal and external stakeholders.
  • This position is responsible for performing other duties as assigned

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy.

  • Assist Unit (50%)
  • Perform administrative support work, disseminate information to unit, maintain filing systems;
  • Coordinate appointments and schedule meetings for unit;
  • Coordinate conferences, seminars, and other external meetings;
  • Handles travel arrangements, requests and vouches for reimbursement in eTravel;
  • Monitor and purchase office supplies and training materials;
  • Train unit or individuals on various processes and procedures;
  • Set up, track, and maintain internal record keeping systems including confidential files;
  • Take meeting minutes and maintain files on meetings;
  • Copy, fax, and scan documents, and distribute appropriately;
  • Creates and updates various tables and spreadsheets using Microsoft Excel.
Assist Unit Director (30%)

  • Maintain confidentiality;
  • New employee initiation, requesting equipment, supplies and office set up;
  • Perform CAPPS employee leave, enter reports;
  • Maintain personnel files;
  • Create unit area budgets and closely maintain budgets to ensure monthly expenditures are maintained for the unit.
  • Support and track the activities of the AMH/CMH unit ensuring the Director and Program Specialist staff can perform their duties;
  • Coordinate appointments and schedule meetings for unit director;
  • Compose correspondence, memos, reports, meeting minutes;
  • Proofread and/or edit correspondence and documents;
  • Prepare and disseminate information concerning agency programs and procedures;
  • Performs ad hoc assignments as requested by director or director designee.
External Unit Tasks (20%)

  • Administrative Assistant will coordinate with external resources to ensure:
  • Travel arrangements, car rental, hotel reservations, completion of required documents for reimbursement in eTravel, payment for travel;
  • Processing of purchase orders;
  • Unit's monthly expenditures are within budget,
  • Unit/area copiers with ink, toner, jams, etc.
  • Resolution of issues with telephones, copiers, networks, and computers.

Knowledge Skills Abilities:


  • Knowledge of practices and administrative procedures
  • Knowledge of business English, spelling and grammar
  • Knowledge of state travel policy and procedures
  • Knowledge of record keeping and filing systems
Skilled in the use of electronic data and/or word processing office equipment and software

  • Skilled in written communication
  • Skilled in proofreading and editing
  • Skilled in verbal communications
  • Experience with Office Products and
  • Skilled in typing speed


Ability to implement administrative procedures and to evaluate their effectiveness to interpret rules, regulations, policies, and procedures; to communicate effectively and to train others.


  • Ability to work independently and as a team member.
  • Ability to manage multiple projects while meeting timelines.
  • Ability to prepare correspondence, forms and requisitions.
  • Ability to implement administrative procedures and to evaluate their effectiveness.
  • Ability to communicate efficiently and effectively using both written and verbal skills.
  • Ability to interpret complex rules, regulations, policies and procedures.
  • Ability to understand the basic elements of Mental Health Programs, Planning, and Policy.

Registration or Licensure Requirements:


Initial Selection Criteria:


  • Graduation from an accredited high school or GED required
  • Two years of fulltime administrative support, general office, clerical, secretarial experience;
  • Experience with the use of standard office equipment and software products, including Microsoft Office Suite
  • Word, Excel and Outlook, and PowerPoint;
  • Financial and budget experience.

Additional Information:


  • HHS agencies use E-Verify. You must bring your I9 documentation with you on your first day of work.

MOS Code:

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