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Serves as the Regional Receptionist in the Office of the Directors, Public Health Region 6/5S. Works under the supervision of the Deputy Regional Director (DRD) and the team leader for the position is the Staff Services Officer. The Regional Receptionist performs complex administrative support and customer service work. Work involves responding to public inquiries for information and/or state services, disseminating information, maintaining filing systems, and providing administrative support to the staff in the Office of the Directors, Budget Analyst, and the Communicable Disease and Preparedness and Response Managers. Shares information by phone, in person and through email regarding agency programs and services. Provides customer service and links customers to agency telephonic language services when needed to assure inquiries are answered. Serves as the safety coordinator for the Houston headquarters office. Provides training to safety monitors and administrative staff who provide backup support at the reception desk. Performs work in complex software applications, including entering purchase requisitions and customer contact/complaint system. Works under general supervision with moderate latitude for the use of initiative and independent judgement.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
CUSTOMER SERVICE (30%): Greets visitors. Answers and routes incoming calls. Responds to requests for information about public health programs and services orally and in writing. Collects information about and provides referrals for community resources. Receives and documents complaints, assigning them for follow-up to the appropriate program manager. Uses the HEART system to document complaints and their resolution. Creates and maintains a monthly alternate and lunch schedule calendar for switchboard relief.
ADMINISTRATIVE SUPPORT (30%): Provides complex administrative support to the Office of the Directors, to include the Budget Analyst, Communicable Disease Manager, and Preparedness and Response Manager. Responsible for maintaining regional confidentiality documents, to include the forms and spreadsheet used by the Local Responsible Party. Inputs travel documents for managers, using HHS e-travel software. Uses a personal computer to provide this support using Microsoft Office software. Composes and edits forms and documents such as HHSC required Form 411, memos, graphs, charts, spreadsheets and presentations. Compiles and manages complex data in Excel. Maintains documentation required to deposit clinic co-pays and performs related support duties, such as budget tracking, for the Budget Analyst. Schedules meetings, TEAMs meetings, interviews and conference calls. Organizes and coordinates meetings. Prepares training materials, including presentations and handouts. Develops and maintains paper and electronic records and filing systems. Maintains contact information for external and internal stakeholders. Updates and distributes phone lists for regional and central office staff located in Region 6/5S.
SAFETY and LOCAL OFFICE COORDINATION (10%): Safety Coordinator for the region. Maintains current HHSC Office Emergency Action Plan (OEAP), and Fire Warden list. Serves as assistant local office coordinator for the Region 6/5S headquarters. Receives reports from employees about needed building maintenance and repairs. Requests repairs or maintenance via Computer Assisted Facility Management (CAFM) software. Manages access card distribution for employees. Makes identification badges for staff, interns, contractors and volunteers using specialized software and equipment. Coordinates security and safety issues for DSHS staff.
PURCHASING (10%): Prepares orders for office supplies through the cost pool. Prepares and submits requisitions in CAPPS Financials 2.0. Accepts deliveries of office supplies and equipment. Maintains logs and submits receiving reports.
TRAINING (10%): Provides technical training to administrative staff who provide switchboard backup. Designs and coordinates training for safety monitors who respond to building emergencies (fires, disasters, intruders, etc.) Prepares training materials and presentations.
VEHICLES (5%): Coordinates the reservations for Region 6/5S fleet vehicles. Ensures vehicles are inspected, maintained and repaired in a timely manner. Collects state vehicle gas receipts and organizes them for submission to the budget office each month.
OTHER DUTIES AS ASSIGNED (5%): Performs other duties as assigned. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations activation. Such participation may require an alternate shift pattern assignment and/or location. Safe operation of a state-owned, rental or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy and standards developed by the Texas Department of Public Safety. Complies with the DSHS Immunization Policy.
Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures
Knowledge of community resources and referral processes
Knowledge of agency rules, regulations, policies and procedures
Knowledge of agency programs and services
Skill in communicating effectively with internal and external customers, orally and in writing.
Skill in the use of a personal computer and software applications including word processing, databases, spreadsheets, graphic design, electronic mail, Internet and presentation development.
Skill in administrative support functions to include preparation fo correspondence and other documents
Skills and abilities in administrative support activities.
Skills in the use of personal computers and software.
Ability to maintain confidentiality
Ability to establish and maintain effective working relationships with others using tact and diplomacy
Ability to meet and deal effectively with the public
Ability to work independently or in a team environment
Ability to learn and implement new systems, including complex software
Ability to review procedures, make revisions and to evaluate their effectiveness
Ability to create and maintain complex records and files, and audit documents for accuracy and details
Ability to prioritize work, manage time effedctively, organize schedules, and use initiative to solve work problems
Ability to manage multiple, concurrent assignments and meet deadlines
Ability to adapt to change and appropriately handle stressful situations and constructive criticism
Ability to travel
Skills and abilities in organizing assignments, taking initiative and working under pressure to meet multiple deadlines.
Registration or Licensure Requirements:
N/A
Initial Selection Criteria:
Graduation from a standard senior high school or equivalent
College level coursework from an accredited college or university (preferred)
Experience providing information and services to the public
At least one years’ experience in administrative support work
Additional Information:
Req 508074
The Regional Receptionist position reports to the Polk Street Headquarters Monday-Friday 8 am-5 pm.
All sections of the State application must be completed online through the job portal to include descriptions of work experience.
Applicants will be required to complete an in-basket exercise as part of the interview process.
If selected, if an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas Driver License for the appropriate type vehicle.
If selected, employees are required to follow agency policies to include Immunization policies.
MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but are not limited to: 42A, YN, 0111, 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
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.
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