Disaster Assistance Administrative Assistant
This position is telework-eligible following a successful 30-day probationary period and ongoing adherence to performance standards.
Job requires working beyond normal work hours including holidays and weekends when necessary, especially in the first months after a disaster declaration.
Performs office, equipment, purchasing, inventory and supply management work for the Other Needs Assistance (ONA) provision of the Federal Assistance to Individuals and Households Program (IHP). Creates and maintains statistical reports and tracks staff records and time and leave reports. Completes travel reimbursement vouchers and direct billing vouchers. Maintains accounting records of travel expenses for staff. Completes purchase requests for office supplies and equipment. Contacts vendors and communicates with building management company to resolve building problems. Serves as contact for time and leave unit to ensure time and leave records are completed and submitted on time. Maintains building access records and issuance of security access cards to staff. Schedules confidential trash and recycled paper pickup. Serves as backup to assist in manning the State Operations Center at the Department of Public Safety (DPS).
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Orders and maintains inventory of various items (for example, supplies, forms, furniture, equipment.) (15%)
Communicates on an intermediate level with others (internally and externally) to provide, exchange, or verify information, answer inquires, address issues, or resolve problems or complaints. (10%)
Prepares and proofreads correspondence, forms, or other documents, (for example, letters, memo, travel or purchase vouchers, job announcements) using a personal computer. (15%)
Processes payment vouchers to ensure accurate and timely payment to vendors. (10%)
Maintains time and leave records. (15%)
Prepares moderately complex ongoing or special narrative or statistical reports. (15%)
Tracks, monitors, plans, coordinates, or schedules activities on an intermediate level to ensure deadlines or requirements are met. (15%)
Maintains calendar for assigned staff or area. (5%)
Knowledge Skills Abilities:
Knowledge of the use and application of spreadsheet program and work processing.
Knowledge of modern office practices.
Ability to communicate effectively both orally and in writing.
Knowledge of records administration and maintenance.
Ability to maintain complex records and files.
Skill in mathematical computations.
Ability to establish and maintain effective working relationships with others.
Knowledge of business or program terminology.
Assist in developing office policies and procedures
Registration or Licensure Requirements:
N/A
Initial Selection Criteria:
High School graduate or equivalent.
One year experience in windows based software.
One year experience in an office environment.
Experience with computers.
Additional Information:
Positions advertised with this position description are temporary and will only be filled after a disaster declaration. Management is recruiting to identify qualified candidates that may be hired on short notice to fulfill the operations requirements when there is a federal disaster. Job requires working beyond normal work hours including holidays and weekends when necessary, especially in the first months after a disaster declaration.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 25B, 42A, YN, 275, 0111, 6046, 3A1X1. 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 http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
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.
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.
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