Administrative Asst III
Job/Position DescriptionThe Texas Health and Human Services Commission (HHSC) seeks highly qualified candidates to fill the Administrative Assistant II position within the Access and Eligibility (AES), Foster Grandparent Program (FGP).
AES is driven by its mission to connect Texans to people, services and supports by helping individuals and families in need of food, medical care, cash assistance and other social services.
FGP serves a dual purpose in that it provides income-eligible adults, age 55 and older, with meaningful volunteer opportunities, while also meeting critical community needs by serving children with exceptional needs.
The Administrative Assistant III reports directly to the FGP Supervisor and works under the guidance of the FGP Volunteer Services Coordinator to assist with the daily operations of the FGP service area.
Responsibilities include complex administrative support work, responding verbally, by email and in writing to inquiries for information regarding the program, assisting with the collection and entry of all program data, and preparing and editing reports and documents.
This position also maintains, updates, and organizes files as required by AmeriCorps, serves as point of contact in the absence of the FGP Volunteer Service Coordinator, disseminates program and resource information, and performs other administrative and technical tasks that require limited independent judgment and initiative.
Essential Job FunctionsAttends work on a regular and predictable schedule in accordance with agency leave policy.
EJF1.
Responsible for collecting, tracking and entering volunteer time and mileage into program excel spreadsheet for volunteers.
Bi-monthly, this position must collect and process time sheets for each volunteer within 2 days of the 16th and last day of the month and submit to the Volunteer Services Coordinator for review prior to forwarding to State Office for review and approval.
In some instances, it involves multiple calls, emails and physical trips to the sites to secure time sheets.
Assist in creating documentation for corrective action for those sites/volunteers who continuously do not submit timekeeping as required (10%).
EJF2.
Responsible for keeping program data tracking lists current within program system.
Tracking lists include enrollment forms from all incoming volunteers, as well as required annual renewal forms for all active volunteers.
Once collected, the information must be entered into specified tracking lists.
In addition to volunteer information, this position is responsible for the data entry of service plans for those children served by FGP volunteers.
Data entry is continuous due to the fluctuation of program enrollment/dismissal for both volunteer and children served.
Attention to detail is imperative in that any incorrect data reported can result in the loss of federal funds (20%).
EJF3.
Responsible for the filing and record keeping of Foster Grandparent volunteer files, as well as Volunteer station files in accordance with AmeriCorps.
Activity involves the following:
Filing of all program forms for participating volunteers, tracking annual renewal dates for each volunteer so that they remain in compliance with federal guidelines; mail out of annual renewal reminders for all enrolled volunteers; tracking renewal dates for Volunteer Station Memorandum of Understanding Agreements and filing all incoming correspondence from volunteer stations and volunteers (15%).
EJF4.
Assists with intake process/training of incoming volunteers https:
//jobshrportal.
hhsc.
state.
tx.
us/ENG/CareerPortal/job_profile.
cfm?szOrderID=556123 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.
Recommended Skills Administration Attention To Detail Corrective And Preventive Action (Capa) Data Entry Editing Filing Estimated Salary: $20 to $28 per hour based on qualifications.
AES is driven by its mission to connect Texans to people, services and supports by helping individuals and families in need of food, medical care, cash assistance and other social services.
FGP serves a dual purpose in that it provides income-eligible adults, age 55 and older, with meaningful volunteer opportunities, while also meeting critical community needs by serving children with exceptional needs.
The Administrative Assistant III reports directly to the FGP Supervisor and works under the guidance of the FGP Volunteer Services Coordinator to assist with the daily operations of the FGP service area.
Responsibilities include complex administrative support work, responding verbally, by email and in writing to inquiries for information regarding the program, assisting with the collection and entry of all program data, and preparing and editing reports and documents.
This position also maintains, updates, and organizes files as required by AmeriCorps, serves as point of contact in the absence of the FGP Volunteer Service Coordinator, disseminates program and resource information, and performs other administrative and technical tasks that require limited independent judgment and initiative.
Essential Job FunctionsAttends work on a regular and predictable schedule in accordance with agency leave policy.
EJF1.
Responsible for collecting, tracking and entering volunteer time and mileage into program excel spreadsheet for volunteers.
Bi-monthly, this position must collect and process time sheets for each volunteer within 2 days of the 16th and last day of the month and submit to the Volunteer Services Coordinator for review prior to forwarding to State Office for review and approval.
In some instances, it involves multiple calls, emails and physical trips to the sites to secure time sheets.
Assist in creating documentation for corrective action for those sites/volunteers who continuously do not submit timekeeping as required (10%).
EJF2.
Responsible for keeping program data tracking lists current within program system.
Tracking lists include enrollment forms from all incoming volunteers, as well as required annual renewal forms for all active volunteers.
Once collected, the information must be entered into specified tracking lists.
In addition to volunteer information, this position is responsible for the data entry of service plans for those children served by FGP volunteers.
Data entry is continuous due to the fluctuation of program enrollment/dismissal for both volunteer and children served.
Attention to detail is imperative in that any incorrect data reported can result in the loss of federal funds (20%).
EJF3.
Responsible for the filing and record keeping of Foster Grandparent volunteer files, as well as Volunteer station files in accordance with AmeriCorps.
Activity involves the following:
Filing of all program forms for participating volunteers, tracking annual renewal dates for each volunteer so that they remain in compliance with federal guidelines; mail out of annual renewal reminders for all enrolled volunteers; tracking renewal dates for Volunteer Station Memorandum of Understanding Agreements and filing all incoming correspondence from volunteer stations and volunteers (15%).
EJF4.
Assists with intake process/training of incoming volunteers https:
//jobshrportal.
hhsc.
state.
tx.
us/ENG/CareerPortal/job_profile.
cfm?szOrderID=556123 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.
Recommended Skills Administration Attention To Detail Corrective And Preventive Action (Capa) Data Entry Editing Filing Estimated Salary: $20 to $28 per hour based on qualifications.
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