Clerk II Under the supervision of the Deputy Regional Director and with team leadership from the Administrative Assistant IV, greets visitors and operates the switchboard. Shares information by phone and in person regarding various agency programs and services. Provides customer service in English and Spanish. Receives requests and processes orders for office supplies. Serves as the local office coordinator at the Region 8 headquarters office for the Regional Administrative Service Center. Receives packages and shipments and prepares postage/labels for outgoing mail or ground delivery service. Provides back up administrative support to regional programs. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.
Essential Job Functions:
(45%) CUSTOMER SERVICE: Serves as the first point of contact for visitors to Public Health Region 8. Greets visitors, answers and routes incoming calls on the switchboard. Directs calls, takes and distributes messages. Responds to inquiries by phone, email and in person about public health programs in English and Spanish. Provides referrals about community resources to callers. Provides technical training to regional administrative staff that provide switchboard relief. Creates and maintains monthly alternate and lunch schedules for switchboard relief. Ensures common areas are clean and neat. Updates regional and local phone lists. Receives and documents complaints, assigning them for follow-up to the appropriate program manager. Uses the HEART system to record complaints and their resolution. (10%) ADMINISTRATIVE SUPPORT: Provides administrative, technical, and clerical support. Uses a personal computer with specific software including Microsoft Word, Outlook, Excel and PowerPoint. Composes and edits documents, including letters, memos and forms. Enters data and conducts data searches. (10%) PURCHASING: Receives and prepares orders for office supplies using the on-line ordering system. Accepts deliveries of office supplies and equipment. Maintains logs of orders and incoming and outgoing deliveries. (15%) VEHICLES: Coordinates the reservation and maintenance of Region 8 vehicles. Ensures vehicles are inspected, maintained and repaired in a timely manner. Collects state vehicle gas receipts and organizes them for submission to the budget office each month. Maintains vehicle records. (15%) LOCAL OFFICE COORDINATION: Serves as the local office coordinator (LOC) for the Region 8 San Antonio headquarters office. Receives reports from employees about needed maintenance or repairs. Requests repairs or maintenance via CAFM (Computer assisted facility management). Coordinates security and safety issues, including the alarm system and incident reporting. Resolves problems with building services including: janitorial, mailroom, copier services, parking and reservation of conference rooms. (5%) OTHER DUTIES: 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 activation. Such participation may require an alternate shift pattern assignment and/or location. Safe operation of a state-owned, rental or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy and standards developed by the Texas Department of Public Safety. Complies with the DSHS Immunization Policy.
Knowledge Skills Abilities:
Knowledge of community resources for referral purposes. Knowledge of office practices and administrative functions. Knowledge of Microsoft Word, Excel, PowerPoint and Outlook. Skill in using a personal computer, including data/word processing equipment and software. Skill in the use of a telephone system. Skill in customer service and relationship building. Skill in organizational and interpersonal communications. Ability to understand and carry out oral and written instructions with minimal supervision Ability to work in a team environment. Ability to multi task and prioritize goals. Ability to communicate well in English and Spanish.
Registration or Licensure Requirements:
Valid Class C Texas driver license or equivalent license from another state.
Initial Selection Criteria:
Ability to speak English and Spanish. High school diploma or GED. Knowledge of Microsoft Word, EXCEL, PowerPoint and Outlook. Experience providing customer service in person or on the phone.
REQUISITION # 381213 Ability to comply with the DSHS Immunization policy. NOTE: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3!1X1. For more information see the Texas State Auditor's Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
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