Administrative Asst III

Health & Human Services Comm - Houston, TX3.5

30+ days ago
Administrative Asst III/Supply Coordinator Under the supervision of the Regional Business Services Manager, the Regional Supply Coordinator oversees all regional supply orders which includes shipping and receiving functions, tracking, scheduling pick-up and delivery of supplies. The coordinator maintains stock items and coordinates the distribution and tracking of all supplies to and from field offices. The specialist may also assist with surplus property management/disposal. Works under limited supervision, with considerable latitude for use of initiative and independent judgment. Able to work in various environments outside and inside.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Orders supplies to ensure an adequate stock is available at the warehouse at all times. Reviews and monitors the supply stock to ensure that the area is maintained in a neat, secure, and well organized manner to prevent loss of supplies or damage to products. (25%) Assists with the distribuiton and delivery of supplies to facilities by assigning tasks via CAFM and tracking delivery of all items. (15%) Responds to inquiries regarding Regional supply requets, and conducts follow-up to gain status on requisitions for all Regional purchases. (15%) Assists with receipt of deliveries to ensure completeness and that condition of goods is acceptable. Returns damaged goods and/or resolves discrepencies. (15%) Provides administrative support to Business and Financial Managers and other RAS staff as needed or directed. (10%) Ensures the accurate and timely preparation, processing, distribution and retention of all necessary reports and records regarding supples, inventory, and/or Regional RAS operations. (10%) May assist with the annual physical inventory and ensures that discrepancies are appropriately resolved or handled. Processes appropriate inventory forms as needed for transfer of assets, lost or stolen assets, and surplus, obsolete or damaged property. (10%)

Knowledge Skills Abilities:
Knowledge of inventory and receiving procedures. Knowledge of safety and security procedures. Knowledge of standard supply stocking procedures. Knowledge of agency policies and procedures and ability to interpret them. Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite. Skill in organizing and prioritizing workload. Skill in managing multiple priorities. Skill in coordinating the work of others. Ability to establish and maintain effective working relationships with customers, staff, peers, management and external contacts. Ability to integrate rules, policies, and/or practices guiding the performance of an activity. Ability to communicate effectively orally and in writing. Ability to work irregular hours and overtime. Ability to work independently. Ability to prepare concise reports. Ability to lift, pull, push and carry 25 lbs. Ability to travel locally and across the state which may include overnight stays.

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

Initial Selection Criteria:
High School diploma or GED is required. Knowledge of modern office practices, procedures and office machines/equipment. Experience in computer usage such as Microsoft Office. Ability to communicate effectively in writing. Experience in performing administrative work and warehouse tasks.

Additional Information:
May assist with emergency/disaster situations throughout the state which may include overnight travel. Please note that while the posted salary range for this position is $2,453.25 to $3,159.45 only former and current Health and Human Services Commission employees will be offered a salary above $2,453.25. Current employees promoting into this position will be offered a salary that meets Human Resources salary guidelines for promoting employees. Former employees may be offered a salary above $2,453.25 if they have recent, comparable experience. Recent experience includes experience within one year prior to the application closing date. Applicants who are not current or former Health and Human Services Commission employees will be offered a salary of $2,453.25. In compliance with the American Disabilities Act (ADA), HHS agencies will provide reasonable accommodations 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.

MOS Code:
42A, YN, 0111, 3A1X1
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.