Administrative Assistant

Position:                                        Administrative Assistant
Comparable DFPS Position:       Administrative Assistant
Classification:                               Full-time, Non-exempt
Reports to:                                  Assigned Supervisor       
Company:                                      Texans Together             

Location:                                     
Regions 6a and/or 6b (Specific work locations will be assigned and communicated as staffing plans are finalized)

Position Description:

The Administrative Assistant supports the daily operations of a Community Based Care unit. This position responds to inquiries, maintains records, prepares documents, enters information into agency systems, and provides administrative support to caseworkers and other program staff.

Primary Responsibilities:

• Answer and screen telephone inquiries, take and route messages, and record intake information for referral to caseworkers.
• Greet visitors, responds to general questions, and directs callers and visitors to the appropriate staff or location.
• Prepare correspondence, meeting notes, performance evaluation documents, forms, and other materials to support unit operations.
• Assist staff with office procedures and operations including routine software and equipment issues (e.g. Copy and fax machine operations to duplicate and transmit materials), assists with sorting and routing mail.
• Support training activities and provide back-up coverage for other unit administrative assistants as needed.
• Maintain a system for tracking progress updates, and develop and maintain forms, case files and reports.
• Enter and update information into IMPACT, COBRIS and other authorized electronic systems, review entries for completeness and accuracy.
• Provide program and agency information and/or make referrals to appropriate community resources.

Required Qualifications:

• High School Diploma or equivalent.
• Minimum one (1) year of experience in administrative support, general office, clerical, secretarial, or Texas Department of Family and Protective Services (DFPS) work.

Knowledge, Skills, and Abilities:

• Knowledge of standard office practices, administrative procedures, computer functions, and office equipment.
• Knowledge of Microsoft Office applications and Windows-based systems.
• Skill in providing administrative support to multiple staff members.
• Skill in verbal and written communication, customer service, organization, and attention to detail.
• Skill in using technology to prepare documents, maintain records, and track information.
• Skill in establishing and maintaining effective working relationships.
• Ability to manage multiple priorities in a fast-paced, changing environment.
• Ability to work independently and complete assignments accurately and timely.
• Ability to interact professionally and effectively with individuals at all levels.
• Ability to maintain confidential information with discretion and professionalism.

Work Conditions:

• Environment: Office-based
• Work Schedule: Monday through Friday during standard business hours
• Travel: Occasional