Administrative Asst III

Health & Human Services Comm - Lubbock, TX3.4

Full-time
Human Resources Access and Eligibility Services Hiring Assistant-Performs technical and administrative work to include support for Health and Human Services Access and Eligibility Services. Work involves coordination and assistance to hiring managers in the screening and referral of qualified applicants, to include contacting the HHS Employee service center and entering job requisition information in the on-line system. Assists with handling walk-in, email, and phone applicants. Assists with screening applications, contacting applicants to schedule interviews, administering in-basket assessments to applicants, and conducting reference checks. Performs support activities such as scheduling meetings, securing conference room reservations, and making travel arrangements. Provides assistance to applicants with completion and data entry of information in on-line system and assisting in the coordination of the local orientation activities for newly hired employees. Prepares, edits, and distributes correspondence and forms related to the hiring process. Responds to inquiries from internal and external sources for the purpose of providing, exchanging, or verifying information, addressing issues, or resolving/reporting problems or complaints. Performs complex administrative work in areas such as ordering supplies, maintaining calendar, recording keeping, maintaining files, and employment statistics. Assists in maintaining PEBLES system for assigned region. Performs other duties as needed. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Provides administrative support to HHS agencies. Monitors job requisitions within assigned timeframes. Responsible for data entry of requisitions in online system. Ensures issues or inquiries requiring immediate attention related to the job requisition information in the on-line system are appropriately addressed and refers more detailed responses to the appropriate Hiring Manager for resolution. Provides assistance with the completion of new hire forms to include entering new employee data in on-line system, coordinating, and/or conducting local orientation activities. Tracks schedule changes and resolves scheduling problems and conflicts (40%). Assists with posting efforts, conducts application screening, administers assessment tools, schedules interviews, and conducts reference checks. Prepares correspondence, reports, forms, spreadsheets, and other written documents utilized in a variety of software programs such as Microsoft Office, Excel, PowerPoint, etc. Attends team meetings, records meeting minutes, transcribes, and appropriately disseminates official meeting minutes. Ensures documents are clear, relevant, concise, and grammatically correct (30%). Performs advanced technical/support work to Access and Eligibility Services employees. Coordinates and works with Hiring Manager regarding CAPPS HR functions, to include posting, screening process, and updating application status in CAPPS. Retrieves information and adheres to the principles of confidential information. Develops and maintains hard copies and electronic files in a standard format easily accessible to upper Management. Uses meeting room manager to secure conference and meeting rooms, orders supplies, keeps calendar updated, and makes travel arrangements (20%). Assists in maintaining PEBLES system for assigned regions to ensure that employees have correct BJNs and legacy employee numbers to allow access to legacy automated systems (10%).

Knowledge Skills Abilities:
Knowledge of HHSC Human Resource policy and procedures. Knowledge of Eligibility Services policies and procedures. Knowledge of state and federal laws and regulations relevant to eligibility determination services programs. Knowledge of CAPPS, HRMS, People Soft systems, I-9 process, EEO laws, and PEBLES. Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite. Skill in using a computer for inquiry and/or data entry. Skill in administrative management and human resources services areas. Skill in customer service orientation. Skill in effective oral and written communication. Ability to maintain confidentiality. Ability to communicate clearly and concisely, both verbally and in writing. Ability to coordinate work between organizational units. Ability to explain policies and procedures to staff and the public.

Registration or Licensure Requirements:
Valid Class C Texas Driver's License.

Initial Selection Criteria:
High School Diploma or GED equivalent required. Knowledge of agency and/or departmental programs preferred. Experience in coordinating work between organizational units/teams required. Experience in administrative management required. Knowledge of HHSC HR policy preferred. Experience and knowledge of use of CAPPS preferred. Experience in a human resources program that involved any of the following: screening applications, scheduling and conducting interviews, posting vacant positions, completing documentation to hire new employees, and presenting information in a group setting required. Experience and knowledge of Texas Works policy and procedures preferred. Ability to communicate clearly and concisely both verbally and in writing required. Ability to prioritize, schedule, and pay attention to important details required. Experience analyzing data required. Computer skills to include data entry and experience working with Microsoft Office Suite, i.e. Excel and Word required.

Additional Information:
Requisition # 427542

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud overpayment with an outstanding balance must agree to repay the overpayment balance as a condition of employment.

The Texas Health and Human Services Commission is committed to hiring veterans and creating a work environment that values and retains the skills that service members bring to the job. A veteran is an individual who has served in *the Army, Navy, Air Force, Coast Guard, or Marine Corps of the United States or the United States Public Health Service under 42 U.S.C. Section 201 et seq., as amended; *the Texas military forces as defined by Section 437.001 of Texas Government Code; or *an auxiliary service of one of those branches of the armed forces; and *has been honorably discharged from the branch of the service in which the person served.

VETERANS: Use your military skills to qualify for this position or other jobs! Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications and skill sets. Also, you can compare this position to military occupations (MOS) at the Texas State Auditor’s Office by pasting this link into your browser: http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx. For more information on military occupational specialty codes, see the Military Crosswalk Guide.

MOS Code:
Military Occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include 42A, YN, 0111, and 341X1. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

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

I-9 Form - Click here to download the I-9 form.

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.