Job Description
TEXAS MEDICAL BOARD
STATE JOB VACANCY
ADMINISTRATIVE ASSISTANT II
OPERATION SUPPORT DEPARTMENT
Internal/ External
Remote Eligible
Job Posting: 25-503-01 Opening Date: 19 September 2024 No. of Openings: 1
Monthly Salary: $3,510.00 Closing Date: 2 October 2024 Type of Employment: FTE
Job Title: Administrative Assistant
Classification Title: Administrative Assistant III
Class No/Sal Grp: 0152/A11
FLSA Status: Non-Exempt
Remote eligibility: 3/ Work remotely after six months of training
Location: George H.W. Bush Building, 1801 Congress Ave Austin TX 78701
How to Apply: All applications for employment with the Texas Medical Board must be submitted electronically via FAXED to 512.305.7124 or e-mailed to [email protected]. All fields on the application must be completed. We may reject applications that do not include all of the required information. Resumes do not take the place of the information required on the state of Texas application.
Additional Information: Must reside in Texas. No dual state employment with another state agency or higher education is allowed. Must provide DOB for Department of Public Safety background check. TMB will verify prior state service. Agency does not reimburse for travel or lodging expenses to attend job interviews. Virtual job interviews can be requested. For veteran’s preference, please submit with your application a copy of the DD-214; statement of compensation from the Veteran’s Administration.
Military Crosswalk information can be accessed at:
Military Crosswalk for Occupational Category - Administrative Support (texas.gov)
Agency Information
We have over 200 employees across the state of Texas. We are a collaborative and team environment work culture that values an environment of trust and accountability as we work towards our Board’s mission to protect and enhance the public’s health, safety, and welfare by establishing and maintaining standards of excellence used in regulating the practice of medicine and ensuring quality health care for the citizens of Texas through licensure, discipline, and education.
We value employee work-life balance and provide our team incentives that include telework, flexed and compressed work schedules, wellness leave incentives, health and retirement programs, 401K, parental paid leave, vacation and sick leave paid, holiday pay, free parking, tuition fee reimbursement, and other various benefits.
General Description
Performs routine administrative and technical support for the Operation Support Department. Performs quality control of scanned documents. Assists with preparing and scanning documents, as well as assisting with the maintenance, processing and organization of scanned documents. Performs routine filing, typing and routing of investigation documents and reports. Work involves disseminating information, performing data entry, maintaining filing systems, and performing internal administrative support work. Works under moderate supervision from the Department Manager with limited latitude for the use of initiative and independent judgment. May assist other departments with processing of incoming electronic submissions and sending out paper mail, including bates stamping of large files.
Principal Duties and Responsibilities
40% Performs quality control on all investigation scanned documents to verify that they are accurate and in good condition before saving them in Laserfiche or sharepoint for record-keeping. Performs quality control of scanned documents located in Archive share point. May assist with processing incoming items received electronically.
20% Prepares, scans and assists with the maintenance and organization of scanned documents for all groups supported by the Investigation or Compliance Department. Performs routine filing, processing, and routing of investigation paper documents and reports. May assist with Bates Stamping.
20% Evaluates Laserfiche scans and locates and removes only essential documents needed per our retention schedule.
10% Maintains inventory of agency in-house supplies and coordinates and reports quantities and shortages to Operations Supervisor.
10% Other duties as assigned, including assisting with preparation and mail outs for operations departments.
Knowledge, Skills, and Abilities
- Knowledge of office practices and administrative procedures
- Knowledge with scanning programs
- Skill in the use of standard office equipment, personal computers and personal computer software packages
- Skill in establishing and maintaining cooperative working relationships
- Skill in performing multiple tasks with flexibility
- Ability to prioritize, plan, organize, and carry out multiple tasks and meet deadlines
- Ability to consistently display a professional demeanor
- Ability to adhere to agency’s internal management policies and procedures
- Ability to communicate effectively both verbally and in writing
- Ability to perform detailed work in an accurate and efficient manner
- Ability to handle confidential information and documents in a confidential manner
Experience and Education
- Graduation from standard senior high school or equivalent is required.
- Twelve months experience in office practices, Microsoft Word and administrative support work is required.
- Graduation or course work from an accredited four-year college, university or technical school is preferred.
- Experience in scanning devices, office practices, Microsoft (Word, Excel, E-Mail), Sharepoint, Teams and administrative support work is preferred.
Physical Requirements And/Or Working Conditions of Employment
The principal job functions are performed in a standard office environment and require :
- Regular and punctual attendance.
- Frequent use of personal computer, copiers, printers, and telephones
- Frequent sitting
- Frequently working under deadlines, as a team member, and in direct contact with others
- Ability to occasionally lift boxes up to 50 pounds
- Compliance with all agency policies and procedures, including but not limited to applicable confidentiality, security and safety rules, regulations and standards
- Applicants must have or can secure high-speed internet access with a minimum speed of 20 MBPS download and 2 MBPS upload. Applicants may be required to provide confirmation from the area ISP.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Texas Medical Board does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, or veteran status. Employment opportunities shall not be denied a qualified individual with a disability that requires a reasonable accommodation. The applicant should communicate requests for reasonable accommodations by calling (512) 305-7146.
Selective Service Requirement: If selected for employment, male applicants age 18 through 25 must present proof of registration or exemption with the federal Selective Service System.
TEXAS MEDICAL BOARD
STATE JOB VACANCY
ADMINISTRATIVE ASSISTANT II
OPERATION SUPPORT DEPARTMENT
Internal/ External
Remote Eligible
Job Posting: 25-503-01 Opening Date: 19 September 2024 No. of Openings: 1
Monthly Salary: $3,510.00 Closing Date: 2 October 2024 Type of Employment: FTE
Job Title: Administrative Assistant
Classification Title: Administrative Assistant III
Class No/Sal Grp: 0152/A11
FLSA Status: Non-Exempt
Remote eligibility: 3/ Work remotely after six months of training
Location: George H.W. Bush Building, 1801 Congress Ave Austin TX 78701
How to Apply: All applications for employment with the Texas Medical Board must be submitted electronically via FAXED to 512.305.7124 or e-mailed to [email protected]. All fields on the application must be completed. We may reject applications that do not include all of the required information. Resumes do not take the place of the information required on the state of Texas application.
Additional Information: Must reside in Texas. No dual state employment with another state agency or higher education is allowed. Must provide DOB for Department of Public Safety background check. TMB will verify prior state service. Agency does not reimburse for travel or lodging expenses to attend job interviews. Virtual job interviews can be requested. For veteran’s preference, please submit with your application a copy of the DD-214; statement of compensation from the Veteran’s Administration.
Military Crosswalk information can be accessed at:
Military Crosswalk for Occupational Category - Administrative Support (texas.gov)
Agency Information
We have over 200 employees across the state of Texas. We are a collaborative and team environment work culture that values an environment of trust and accountability as we work towards our Board’s mission to protect and enhance the public’s health, safety, and welfare by establishing and maintaining standards of excellence used in regulating the practice of medicine and ensuring quality health care for the citizens of Texas through licensure, discipline, and education.
We value employee work-life balance and provide our team incentives that include telework, flexed and compressed work schedules, wellness leave incentives, health and retirement programs, 401K, parental paid leave, vacation and sick leave paid, holiday pay, free parking, tuition fee reimbursement, and other various benefits.
General Description
Performs routine administrative and technical support for the Operation Support Department. Performs quality control of scanned documents. Assists with preparing and scanning documents, as well as assisting with the maintenance, processing and organization of scanned documents. Performs routine filing, typing and routing of investigation documents and reports. Work involves disseminating information, performing data entry, maintaining filing systems, and performing internal administrative support work. Works under moderate supervision from the Department Manager with limited latitude for the use of initiative and independent judgment. May assist other departments with processing of incoming electronic submissions and sending out paper mail, including bates stamping of large files.
Principal Duties and Responsibilities
40% Performs quality control on all investigation scanned documents to verify that they are accurate and in good condition before saving them in Laserfiche or sharepoint for record-keeping. Performs quality control of scanned documents located in Archive share point. May assist with processing incoming items received electronically.
20% Prepares, scans and assists with the maintenance and organization of scanned documents for all groups supported by the Investigation or Compliance Department. Performs routine filing, processing, and routing of investigation paper documents and reports. May assist with Bates Stamping.
20% Evaluates Laserfiche scans and locates and removes only essential documents needed per our retention schedule.
10% Maintains inventory of agency in-house supplies and coordinates and reports quantities and shortages to Operations Supervisor.
10% Other duties as assigned, including assisting with preparation and mail outs for operations departments.
Knowledge, Skills, and Abilities
- Knowledge of office practices and administrative procedures
- Knowledge with scanning programs
- Skill in the use of standard office equipment, personal computers and personal computer software packages
- Skill in establishing and maintaining cooperative working relationships
- Skill in performing multiple tasks with flexibility
- Ability to prioritize, plan, organize, and carry out multiple tasks and meet deadlines
- Ability to consistently display a professional demeanor
- Ability to adhere to agency’s internal management policies and procedures
- Ability to communicate effectively both verbally and in writing
- Ability to perform detailed work in an accurate and efficient manner
- Ability to handle confidential information and documents in a confidential manner
Experience and Education
- Graduation from standard senior high school or equivalent is required.
- Twelve months experience in office practices, Microsoft Word and administrative support work is required.
- Graduation or course work from an accredited four-year college, university or technical school is preferred.
- Experience in scanning devices, office practices, Microsoft (Word, Excel, E-Mail), Sharepoint, Teams and administrative support work is preferred.
Physical Requirements And/Or Working Conditions of Employment
The principal job functions are performed in a standard office environment and require :
- Regular and punctual attendance.
- Frequent use of personal computer, copiers, printers, and telephones
- Frequent sitting
- Frequently working under deadlines, as a team member, and in direct contact with others
- Ability to occasionally lift boxes up to 50 pounds
- Compliance with all agency policies and procedures, including but not limited to applicable confidentiality, security and safety rules, regulations and standards
- Applicants must have or can secure high-speed internet access with a minimum speed of 20 MBPS download and 2 MBPS upload. Applicants may be required to provide confirmation from the area ISP.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Texas Medical Board does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, or veteran status. Employment opportunities shall not be denied a qualified individual with a disability that requires a reasonable accommodation. The applicant should communicate requests for reasonable accommodations by calling (512) 305-7146.
Selective Service Requirement: If selected for employment, male applicants age 18 through 25 must present proof of registration or exemption with the federal Selective Service System.