Administrative Assistant I

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Functional Title: Administrative Assistant I

Job Title: Administrative Asst I

Agency: Health & Human Services Comm

Department: Motor Pool

Posting Number: 4057
Closing Date: 05/10/2025
Posting Audience: Internal and External
Occupational Category: Healthcare Support
Salary Group: TEXAS-A-09
Salary Range: $2,481.75 - $3,404.91
Shift: Day

Additional Shift: Days (First)

Telework: Not Eligible for Telework

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location: Austin State Hospital

Job Location City: AUSTIN

Job Location Address: 4110 GUADALUPE

Other Locations:

MOS Codes:

0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN

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Brief 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 teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Administrative Assistant I perform entry level secretarial, administrative, and technical support on assigned units. Maintains files and records, answers the telephone, routes incoming calls, and takes messages for all disciplines. Performs/prepares routine and special correspondence, forms, documents, and reports. This position as a Unit Secretary works under the supervision of the director of Nursing Dept. This position also allows the employee minimal latitude for initiative and independent judgment. Normal working hours, shift, Monday thru Friday. Some overtime may be required.

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.

This position may be eligible to earn additional pay for work performed on evenings, nights and/or weekends.

This position may also be eligible to earn additional pay for work performed on maximum security locations.

Essential Job Functions (EJFs):

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.

1. Assist in the handling of administrative paperwork involved in a discharge. Faxes and mails discharge packet to MHA and other referrals as needed. Completion of Avatar PM entries. Upon actual discharge, chart will be audited within 3 days and taken to Medical Records. Purpose: The unit secretary provides clinical secretarial support in order to provide permanent ongoing record of patient care, in compliance with Joint Commission regulations and Federal and State Laws.

2. Maintains and endures current, accurate, and completed medical records for each client utilizing necessary forms, ongoing paper chart maintenance, daily filing to completion. Labels forms in patient records, keeping charts and folders in a manageable condition for all disciplines' usage. Maintains extra forms for physician/nursing staff on unit, in order to provide clinical secretarial staff support. This paper chart maintenance task includes filing of all chart documents. All filing to be performed following rules and guidelines in accordance with department instructions. Operates computer equipment and software program applications to perform tasks as assigned to provide needed support.

3. Performs discharge chart/medical record audits. Performs other chart/medical record audits/analyses as requested to comply with Department requesting such audits. Provides information on the accuracy and completeness of the medical record on audit form.

4. Prepares, types, and edits correspondence, memos, reports, legal documents. Attendance at staffing's may be required solely for the purpose of client movement knowledge.

5. Prints and/or copies medical records for clinical staff upon request. Prints and/or copies records for Nursing department as requested for ROI (Releases of Information). Assists others with CRS/CWS technical and medical record information as requested.

6. Retrieves patient account information from Trust Fund; prints or writes down information and delivers to nursing staff.

7. To provide clinical secretarial support, oversees and orders Nursing Medical Records, office, and some unit supplies for multiple disciplines, to include usage of MIMS (supply order system) program and sending orders to the department supply clerk. Entering work orders when requested.

8. Transfer/Death of Client: Assists in handling all administrative paperwork involved in transferring of a patient to include Avatar PM entries. Assembly of death and outside hospital packets, always maintaining 5 packets on the Unit, to provide needed secretarial support for staff.

9. Telephone/Mail: Proper etiquette /office skills utilized; answering questions and providing information for internal inquiries; taking and distribution of messages and mail, providing secretarial staff support.

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 and Abilities (KSAs):

1. Knowledge of standard office practices.

2. Knowledge of HIPPA and confidentiality rules.

3. Knowledge of computer software (word, excel, access. outlook, adobe), fax machines and

photocopiers.

4. Knowledge of business English, spelling, grammar, punctuation, proofreading and math skills.

5. Strong computer skills

6. Strong communication skills.

7. Ability to clearly and concisely express oneself verbally and in writing.

8. Ability to communicate in a pleasant and effective manner.

9. Ability to multi-task.

10. Ability to work under time pressures and identify priorities.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Two (2) years administrative support experience required.

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 Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). 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. Waco Center for Youth applicants must be 21 years of age.

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 at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. Vaccines may be provided. 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.

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