Job Information
DEPARTMENT OF STATE HEALTH SERVICES Administrative Asst I in Austin, Texas
Job/Position DescriptionPerforms administrative support and technical program work relating to Drugs and Food Safety Licensing Branch. Functions as initial contact with the general public, applicants, industry, and other state and federal agencies by answering telephone inquiries regarding general program policies and procedures related to licensing of firms and/or programs. Processes incoming and outgoing mail and maintains an electronic and hard copy filing system related to licensing functions. Performs duties as assigned to assist program area including but not limited to preparing, printing and proofing documents, and entering data to various systems. Works under general supervision requiring personal initiative and personal judgment. Essential Job FunctionsAttends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.WORK HOURS WILL BE 8:00AM TO 5:00PM; NON-NEGOTIABLE.(45%) Serves as the initial contact with the general public, applicants, industry, and other state and federal agencies. Receives all incoming calls utilizing a multi-line telephone system. Consults with applicants, industry, the general public and other state and federal agencies regarding basic program information and regulated firms. Ensures confidentiality of information based on policy. Directs callers to the appropriate individual after determination of need. Takes messages and promptly delivers message to appropriate personnel including the utilization of Outlook Express. Compiles daily, weekly, and monthly telephone data; makes calculations, and prepares reports for the Managerand#146;s review utilizing Microsoft Word, Adobe and Microsoft Excel.(20%) Receives remittances from the Comptrollerand#146;s office and DSHS Accounting office on a daily basis. Reconciles remittance number and fee amounts with application forms for regulated establishments. Stamps, sorts, and distributes all license applications remitted with fees to appropriate Branch personnel. Compiles daily data, makes calculations, and prepares report for the Managerand#146;s review utilizing Word, Adobe, and Excel. Assists with the preparation of license information and application packets to be sent to regulated establishments.(15%) Serves as mail technician for the Branch. Retrieves, stamps, sorts, and distributes incoming mail daily. Sorts and processes outgoing mail daily. Processes returned mail by researching RAS database as well as utilizing Internet Explorer. Researches document information and updates data in appropriate database program. Formats and mails out correspondence as assigned by manager.(10%) Maintains processed license application forms by scanning each document into the imaging system. Reviews and maintains filing system for applications, licenses, and related correspondence. Maintains records to include filing, records retention, electronic files, scanning, and records destruction. Maintains files in accordance with the Divisionand#146;s approved files management plan. Assures that the supply of office stock available is adequate for licensure functions.(5%) Assists with training Group personnel on multi-line telephone system, scanning, mail and reconciliation of remittance processes. Assists as back-up to Group personnel on an as-needed basis for mass mail-outs, file maintenance, and customer assistance. May provide input for the development and revision of the Groupand#146;s procedures regarding requirements for the licensing process. Performs related duties as assigned for https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=617415 Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.