Adult Protective Services Administrative Asst II-
The Administrative Assistant II position performs routine administrative support and technical program assistance work for the Adult Protective Services (APS) State Office. The position will provide administrative support for the APS Policy and Program Support Staff. Serves as a liaison for the APS State Office to address questions, program inquiries and other requests for program information. Manage travel arrangements for APS State Office staff. Coordinates preparation arrangements for meetings and conferences. Assists in the preparation and distribution of materials for meetings, and events. Serves as the divisions receptionist, routes telephone calls appropriately, records telephone messages, greets visitors and directs them to the appropriate area. Maintains a daily report of phone contacts for the APS State Office and a log of calls routed to a Subject Matter Expert. This position will also process communications received for the Employee Misconduct Registry (EMR) and provide administrative support to program specialists as needed. May submit purchase requisitions on behalf of the APS State Office. And, serve as the backup to the Administrative Assistant to the APS Associate Commissioner. Performs other duties as assigned. This position will handle sensitive and confidential information.

Essential Job Functions:
Serves as APS State Office Division receptionist by answering and routing telephone calls, and greeting and routing visitors to the appropriate areas or staff. Responds as appropriate or facilitates the response to program inquiries in accordance with department rules, regulations, policies, and procedures. Responds to inquiries by providing general program information and referring inquiries to departmental or agency staff as appropriate. Coordinates and maintains Duty Worker schedules. Alerts APS State Office Division management or appropriate designees regarding any time-sensitive or urgent inquiries, calls or documents. Takes messages clearly and completely, and distributes timely to appropriate staff. Makes inquiry calls on behalf of APS State Office management, screens incoming calls and arranges conference calls.

Maintains a daily tracking report on all incoming telephone calls received and the action taken. Serves as the APS State Office Records subject matter expert by developing and maintaining a file and record keeping system for the office ensuring that all files are kept, stored, and disposed of according to agency records retention policy. Develops, coordinates, and maintains APS program hard copy and electronic filing systems using standardized formats and document management and storage procedures easily accessible to management and authorized APS State Office Division management and appropriate staff. Retrieves information from filing systems as required and formats, edits, compiles and disseminates as appropriate. Maintains records in accordance with all applicable records retention policies and procedures.

Receives, reviews and distributes incoming mail on a daily basis and makes daily mail drop for outgoing APS State Office Division mail. Maintains a log of incoming and outgoing mail. Develops, reviews, edits and maintains APS State Office Division departmental general resources, such as contact lists, phone and e-mail lists, DFPS programs points of contact, business processes, work schedules and other general resources, and disseminates as appropriate. Ensures consistent operation of office equipment by completing preventive maintenance requirements; scheduling necessary repairs, maintaining equipment inventories and evaluating new equipment and techniques. Provides training on administrative policies and processes to APS State Office and program field staff.

Processes incoming due process requests using the Employee Misconduct Registry (EMR) database and Appeal tracking system and maintains files for these requests according to established procedures.

Prepares eMAC forms, IT requests, and requests for office moves as needed. Assists management team and program specialists with meeting preparations and travel arrangements.

Professionally handles additional administrative duties as assigned.

Knowledge Skills Abilities:
Knowledge of modern office practices, procedures and office machines/equipment.

Ability to communicate effectively in writing and verbally.

Registration or Licensure Requirements:
N/A

Initial Selection Criteria:
Graduation from high school or equivalent.
Two years full time administrative support, general office clerical or secretarial work.
Experience in computer usage such as Microsoft Office.

Additional Information:
Requisition # 568062

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/JobDescriptions.aspx.

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

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.