Administrative Assistant

Job Description :

The Department of Family and Protective Services (DFPS) APS Field Administrative Assistant II performs routine administrative and technical program assistance work for the Adult Protective Services (APS) Division.

Serves as the primary point of contact for receiving, reviewing, and routing all intakes received from Statewide Intake (SWI) within established timeframes and case priority level.

• Notifies supervisors or workers of priority intakes according to policy; logs, routes, and tracks various unit information as instructed by the unit supervisor;
• facilitates studies by collecting data, tracking workers, and forwarding information appropriately; compiles and enters for incoming cases;

and receives and routes mail, handles incoming telephone calls, including recording messages, routing, and transferring calls appropriately.

The position provides administrative support to unit supervisors and staff. The position interacts routinely with the DFPS staff and the public.

Works under moderate supervision, with limited latitude for the use of initiative and independent judgement.

WHY WORK FOR DFPS?

The Texas Department of Family and Protective Services (DFPS) is responsible for protecting the unprotected children, elderly, and people with disabilities from abuse, neglect, and exploitation.

DFPS accomplishes this responsibility by employing over 12, workers who live up to the agency's Mission, Vision, & Values in service to the citizens of Texas.

DFPS is not only a qualifying organization for the Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making qualifying monthly payments, but also offers excellent health benefits, special discounts on many products and services through the Discount Purchase Program, a lifetime monthly retirement annuity as well as Texa$aver (k) and Programs under the Employees Retirement System of Texas.

An additional benefit you will receive is 12 days of paid annual leave, 12 sick days, and the potential to earn up to four days of administrative leave each year.

Your annual paid leave accrual increases as your tenure increases. Essential Job Functions :

• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• Serves as the primary point of contact for receiving, reviewing and routing all intakes received from the Statewide Intake (SWI) abuse and neglect reporting department for their area and region of responsibility in accordance with established timeframes and case priority level.

Reviews every intake that is received for the assigned area and region, and routes all APS specialists, daily. Response cases to the appropriate units.

Routes all cases within the area / region in accordance with established timeframes and case priority level. Reviews intakes received to determine if there is an active investigation and identifies and alerts the primary assigned caseworker and supervisor of the new report.

Serves as the primary point of contact for SWI intake on all cases requiring immediate assignment and caseworker assistance.

Ensures missing information is added to the case file by maintaining an assignment log to track cases assigned to each caseworker.

Ensures that high priority call-outs are assigned in accordance with established routing timeframes to ensure immediate assignment to a caseworker for expedited response.

Performs criminal history checks on all alleged perpetrators and some clients if needed; checks TIERS

and WTPY for client information for caseworkers (40%)

Provides assistance to other program administrative support staff with compiling, organizing, tracking and

monitoring various types of information, including but not limited to agency Random Moment Time Studies (RMTS). (20%)

Prepares and disseminates APS program information, maintains case filing systems and routing records,

generates recurring and ad-hoc reports and responds to routing inquiries. Receives and responds to all calls and emails regarding routing issues and provides updates and reports to APS staff and management regarding routing status, issues and numbers of case - assignable staff.

Responds to inquiries and provides guidance regarding routing policies, procedures, and referrals to other community resources. (5%)

Assists caseworkers with data entry functions and case-related inquiries. And Records and Imaging Operation (RIO) tracking.

Prepares closed cases to upload into RIO Tracking before boxing to send to Records Management Office. (10%)

Performs data entry into IMPACT and other electronic programs and systems. Prepares and maintains statistical reports, leave and personnel records, case control systems, case records and related files for the unit.

Performs as the Local Service Coordinator (LSC). Functions as the unit timekeeper and will process purchase orders as directed. (5%)

• Performs on-boarding functions for new staff, including processing eMACS(5%)
• Manages and maintains advanced travels and TAS forms for unit supervisors and caseworkers. Types

correspondence, forms narratives, meeting notes, performance evaluations, and other documents to support work of the unit and files related documents.

Performs other duties as assigned. (5%)

Serves as a Public Notary for APS caseworkers and Records Management Group workers to file notarized

documents with the courts. (5%) Knowledge Skills Abilities :

• Knowledge of modern office and administrative practices and procedures.
• Knowledge of relevant programs, policies and procedures.
• Skill in using a computer, software and all standard office equipment.
• Skill in using Microsoft Works, MS Office or Windows environment.
• Skill in establishing and maintaining effective working relationships.
• Skill in effective verbal and written communication.
• Skill in working in an office supporting several staff members.
• Ability to interact with all levels of staff.
• Ability to work independently in a fast-paced environment.
• Ability to effectively handle multiple assignments in a dynamic environment.
• Ability to work with confidential information.
• Ability to operate basic office equipment such as fax, copier, projector, calculators and other standard office equipment.
• Ability to communicate in a courteous and professional manner.
• Ability to take initiative and make sound judgments.
28 days ago