Administrative Asst II

Job Description

Performs routine (journey-level) administrative support work. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

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WHY WORK FOR DFPS?

The Texas Department of Family and Protective Services (DFPS) is responsible for protecting the unprotected — children, elderly, and people with disabilities — from abuse, neglect, and exploitation. DFPS accomplishes this responsibility by employing over 12,000 workers who live up to the agency's Mission, Vision, & Values in service to the 27 million citizens of Texas.

DFPS is not only a qualifying organization for the Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making 120 qualifying monthly payments, but also offers excellent health benefits, special discounts on many products and services through the Discount Purchase Program, a lifetime monthly retirement annuity as well as Texa$aver 401(k) and 457 Programs under the Employees Retirement System of Texas. An additional benefit you will receive is 12 days of paid annual leave, 12 sick days, and the potential to earn up to four days of administrative leave each year. Your annual paid leave accrual increases as your tenure increases.

Essential Job Functions

Prepares and disseminates information concerning agency programs and services.

• Answer incoming telephone calls and route to the appropriate staff or program.
• Operates paging system professionally.
• Uses approved software to reserve conference rooms and verify conference room availability
  
  

Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.

• Performs administrative support for the Program Support team. Coordinates reports, updates database and maintains filing systems.
  
  

Performs general office duties such as filing, answering and routing phone calls, routing mail, and ordering and maintaining office supplies.

• Opens and distributes incoming mail and prepares mail-outs.
• Arranges the scheduling, transfer, and display of surplus property.
• Maintains an accurate list of needed items for Supply Closet. Works with staff in ordering process
  
  

Responds to inquiries and explains rules, regulations, policies, and procedures.

• Answer incoming telephone calls and route to the appropriate staff or program.
  
  

Assists in planning meetings, conferences, and seminars.

• Coordinate staff celebrations.
  
  

Assists in compiling and entering data for charts, graphs, databases, summaries, or reports.

• Update and maintain resource directory to refer callers and visitors to the appropriate staff member or agency.
• Update various employee lists using employee bio sheets.
• Maintains switchboard and employee phone directory as needed.
• Maintains employee access badge information.
  
  

May assist with managing and maintaining schedules and travel arrangements for managers and directors.

• Ensures on-site staffing of the office including receptionist and telephone coverage.
  
  

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Knowledge Skills Abilities

• Knowledge of DFPS programs and services.
• Knowledge of multi-line switchboard and familiarity with business telephone etiquette.
• Knowledge of acceptable receptionist functions.
• Knowledge of English language, proper grammar and spelling.
• Knowledge of community resources for referral purposes.
• Knowledge of computer applications (MS Word, MS Excel, MS Outlook).
• Skill in effective written and verbal communication
• Skill in establishing and maintaining effective working relationships
• Ability to operate a personal computer and use various software programs, including those in the Microsoft Office collection.
• Ability to implement new administrative systems and procedures and to evaluate their effectiveness
  
  

Registration Or Licensure Requirements

None

Initial Selection Criteria

• Graduation from high school or equivalent
• A minimum of 1-year experience with a switchboard or as a receptionist
• Experience in providing good customer service
• Experience data entry
• Experience in multifunctional environment
  
  

Preferred

• Spanish speaking is preferred
• Experience using Microsoft software
  
  

Additional Information

Interview Requirements: Any candidate who is called to an agency for an interview must notify the interviewing agency in writing of any reasonable accommodation needed prior to the date of the interview.

MOS Code

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1. For more information see the Texas State Auditor’s Military Crosswalk here .

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

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.