FirstBank Jobs

Job/Position DescriptionResponsible for providing routine administrative support for assigned areas of the Newborn Screening (NBS) Unit. Provides direct administrative support to the NBS Special Projects Manager. Disseminates program information to internal and external customers verbally and in writing. Maintains NBS filing systems and spreadsheets. Assists with the preparation of reports, travel arrangements/vouchers, supply inventory and ordering, scheduling and preparation for virtual and in-person meetings. Receives incoming telephone calls, faxes, e-mails. Scans and distributes documents for all areas of the Newborn Screening. Works with internal and external vendors. Generates work orders to support copiers, faxes, computers, phones, or other equipment. Assist with on- and off-boarding of employees. Responsible following agency processes to support privacy requirements. Serves as back-up to the unit Administrative Assistant IV. Work involves supporting the work of the unit staff, maintaining filing systems, disseminating information, and communicating with internal and external customers. The position requires tact, diplomacy and planning to accomplish assignments independently. Works under general supervision of the Newborn Special Projects Manager with moderate latitude for the use of initiative and independent judgment.Essential Job Functions(25%) Provides general administrative and customer support for the Newborn Screening Unit. Reviews documents for accuracy, grammar, formatting, and accessibility using Microsoft Office including Word and Excel. Maintains filing systems, organizes, and disseminates information, including educational materials, staff training materials, and policies and procedures to internal staff and external customers. Provides administrative support for Newborn Screening meetings, committees, and trainings. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls for the unit.(20%) Monitors emails and online calendar of NBS Special Projects Manager using Microsoft Outlook. Evaluates requests and inquiries to determine which are priority matters and alerts accordingly. Keeps Special Projects Manager informed of pending decisions and commitments. Compiles and enters data for charts, graphs, databases, summaries, or reports into DSHS databases. Assists in the preparation of reports (using Microsoft Word, Excel). Scans documents, disseminates scans to program staff, and enters scanned documents into appropriate databases.(15%) Assist unit managers with general human resources work, including employee hiring and exiting processes, orientation of new employees, scheduling interviews, creating new employee files, creating, and distributing protocols and orientation packets, and submitting new employee paperwork. Coordinates review of shared folders to ensure privacy standards are met.(20%) Coordinates assigned meetings/conference calls within the unit, supporting groups as needed. Records, transcribes, and distributes minutes within established timeframes as directed by the Special Projects Manager or their designee. Assists Directorand#146;s Administrative Assistant in maintenance of the master schedule of all meetings. Responsible for making necessary room arrangements and coordinating audiovisual equipment, as needed. Prepares, plans, and prepares handouts and other materials necessary for assigned meetings, as needed. (15%) Assists with travel arrangements and prepares travel vouchers; monitors supplies a https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=608353 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.