Regional Administration Support Specialist

Regional Administration Support Specialist position will perform routine (entry-level) duties under the guidance of the Deputy Regional Director. Regional Administration Support Specialist works under moderate supervision, with minimal latitude for the use of initiative and independent judgment.
The Regional Administration Support Specialist duties include, but not limited too,

Providing administrative support to Regional Administration and Public Health Improvement Strategy and Operations teams including, but not limited to, data entry, various regional tasks, tracking of incoming mail and packages, scheduling and tracking of state vehicles, scheduling conference rooms and other general clerical duties.

Communicating verbally and in writing using appropriate business communication skills, including grammar and spelling with regional team members and the public in person and by telephone, mail, email and fax.

Responding to public inquires for information and/or state services.

Utilizing agency approved software systems to maintain agency records.

Actively participating and/or serving in a supporting role to meet the agency’s obligations for continuity of operations activation during public health emergency response and recovery.

Being able to independently travel throughout the State of Texas to complete essential job functions.

Complying with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards.

The Regional Administration Support Specialist works collaboratively with the Regional Administration and Public Health Improvement Strategy and Operations teams in accomplishing daily tasks, which vary each day depending on special projects and deadlines. This position is office-based, Monday-Friday, 8:00 am – 5:00 pm.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
ADMINISTRATIVE SUPPORT(35%): Provides administrative support to Regional Administration and Public Health Improvement Strategy and Operations teams. Reviews, processes and routes mail, packages, and other correspondence. Prepares, interprets, and disseminates information concerning agency programs. Assists with state-vehicle scheduling and check-out/in following established procedures including ensuring drivers are eligible and completing usage reports in coordination with region’s fleet coordinator. Maintains office supply area and inventory of office supplies for the regional office. Participates in regional assignments, duties, and special initiatives. Must be able to travel independently in the State of Texas to attend and provide support for trainings, meetings and events.
CUSTOMER SERVICE (35%): Communicates professionally in-person, by telephone, by mail, by email and by fax with agency staff, local health departments, community organizations and the general public to provide information, referrals and/or materials. Receives, refers and transfers internal and external calls to appropriate programs with accuracy. Develops and maintains comprehensive referral guidebook to resolve customer service problems. Greets visitors in a professional manner providing general agency information, direction and referrals. Registers visitors and ensures visitors sign in and out, and issues visitor badges to non-Health and Human Services visitors. Makes business appropriate announcements through overhead paging system. Trains front office back-ups.
QUALITY ASSURANCE AND DATA ENTRY (20%): Provides quality assurance tasks for the Regional Administration and Public Health Improvement Strategy and Operations teams. Ensure appropriate forms and documents are in each purchasing folder. Assists with maintaining employee and general information directory and email distribution list. Process external customer complaints via approved HHS system. Assists in compiling and entering data for charts, graphs, databases, summaries, or reports. Maintains spreadsheets needed to support regional operations. May create and maintain activity logs, files, and reports on vehicle services.
DISASTER RESPONSE/RECOVERY (5%): Actively participates and/or serves in a supporting role to meet the agency’s obligations for continuity of operations activation during public health emergency response and recovery. Requires completion at minimum FEMA Incident Command System 100, 200, 700 and 800 courses. Required to work other than normal business hours, an alternate shift pattern and/or locations in order to respond to public health emergencies. Must be able to independently travel throughout the State of Texas to complete essential job functions. Maintains compliance with DSHS Policies and HHS Fleet Operations and Management Procedures and Standards, and a current valid Texas Driver's License.

Knowledge Skills Abilities:
KNOWLEDGE OF: Customer service, office and administrative practices and procedures.
SKILL IN: Providing administrative/clerical support. Working as a team to understand and complete administrative projects each day. Use of standard office equipment, personal computing equipment and software including, but not limited to Microsoft Office, Outlook, Teams and Edge/Google Chrome. Data entry. Answering multi-line phone system. Writing and editing of documents.
ABILITY TO: Maintain confidentiality. Respond to public inquiries in a timely and professional manner. Work collaboratively with others. Adapt and learn new tasks, under the guidance of their supervisor. Implement administrative procedures. Interpret rules, regulations, policies, and procedures. Communicate effectively by providing clear verbal and written instructions to internal and external customers. Prioritize workload and meet deadlines. Independently travel within the State of Texas for trainings, meetings and events. Consistently work in the office setting Monday-Friday, 8:00 a.m.–5:00 p.m.

Registration or Licensure Requirements:
Must possess a valid Class C Texas driver’s license, or equivalent license from another state.

Initial Selection Criteria:
Applicant has documented at least one year work or volunteer experience in their application (required).
Applicant indicates they can travel at least 5% of the time for the completion of essential job functions in their application (required).
Applicant indicates they have a high school diploma or equivalent in their application (required).

Additional Information:
Resumes will not be accepted in lieu of an application.
Employees must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas Driver License for the appropriate type vehicle.
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.
Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. 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 https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MilitaryCrosswalkGuide.pdf.

MOS Code:
15P; 42A; 56M; 68G; 420A; SH; SN; YN; YNS; 741X; 0100; 0111; 4133; 0102; 0170; 3F1X1; 3F5X1