Administrative Asst IV

at  Dept of State Health Services

Administrative Asst IV
PLEASE NOTE: The posted salary range is the full range for this position. Agency salary policy, budget and candidate’s qualifications will dictate final salary offer. Typically, salary offers are at or near the midpoint of the range, depending on qualifications or other factors.
Under the direction of the Food & Drug Inspections Unit Director, performs complex (journey-level) administrative support and coordinates administrative functions for the Food and Drug Unit. Serves as the Primary Administrative Technician for Food and Drug Inspections Unit. Works under general supervision with moderate latitude for the use of initiate and independent judgement. Coordinate meetings, conferences, and seminars. Work with Branch managers and field staff to best determine when to send supplies. Work with Branch managers and other program people to ensure sampling supplies and other supplies are available when needed. Orders supplies, maintains supply rooms, and functions as the inventory coordinator for the Unit. Keeps supply rooms clean and orderly. Coordinate and schedule travel and appointments for professional staff. Functions as the Unit travel coordinator and meeting coordinator. Monitor and track submission of travel, supplies, and inspection summary reports. Compile requests into one memo for upper management approval and communicate the arrangements to staff. Duties include: the primary receptionist, providing administrative work, and mail technician. Assists staff with mailing supplies to field staff and receiving packages from field staff. Provide guidance to other staff performing clerical and administrative work. Responds to inquiries regarding technical program or administrative regulations, policies, and procedures. Ensures the Unit is in compliance with the latest policies and procedures. Orders supplies, maintains supply rooms, and functions as the inventory coordinator for the Unit. Functions as Unit personnel records coordinator. Keeps complete personnel files updated and complete. Prepares reports and documents utilizing Word, Excel, or Access. Keeps up with TEAMs page and SharePoint information for the Unit. Performs other duties as assigned.

KNOWLEDGE SKILLS ABILITIES:

Knowledge of office practices and procedures, including establishing and maintaining files, scanning documents, ordering office supplies, answering phones, mailing correspondence, dealing with the public, and using general office machines.
Knowledge of and ability to adhere to policies and procedures including those pertaining to confidential records and information.
Skill in both written and verbal communication.
Skill in word processing procedures using Microsoft Outlook and Word.
Skill in spreadsheet data entry using Excel or Access.
Skill in using TEAMS, SharePoint, and OneDrive.
Skills in proofreading for grammar, punctuation, spelling and sentence structure.
Ability to provide guidance to others.
Ability to quickly and professionally handle multiple telephone calls on a multi-line telephone system.
Ability to organize and prioritize work to meet deadlines.
Ability to maintain self-control and display tact in difficult, fast paced, and stressful situations.
Ability to establish and maintain effective working relations with supervisory personnel and co-workers.
Ability to deal with the public in a courteous and professional manner.
Ability to communicate effectively, both verbally and in writing, with personnel and the public.
Ability to interpret and apply policies, rules, and regulations.
Ability to comprehend and follow complex or detailed instructions.
Ability to work independently with minimal supervision.
Ability to move boxes of papers/documents up to 50 pounds.
Ability to manage and maintain inventory of Unit personnel, secure sample room, and secure supply room.

REGISTRATION OR LICENSURE REQUIREMENTS:

Texas Driver’s License

Please refer the Job description for details