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Check with seller Administrative Asst II Houston

Published date: April 3, 2022
  • Location: Houston, Texas, United States

Brief Job Description: Under the direction of the Regional Immunization Program Manager or Designee performs routine administrative support work and /or technical support work for the regional Texas Vaccines For Children (TVFC) Program and Health Promotion programs. Assists program administrators and staff members with program needs such as customer service, correspondence, data entry, provider relations, health fairs, program surveys, and answers phone systems. Performs data processing and other. Develops and maintains manual and electronic record filing systems. Provides information and referral services to consumers and staff. Effectively communicates program services and/or changes to consumers and community agencies regarding TVFC policies and procedures and staff. Responsible for complex data entry, use of databases, preparation and maintenance of files, checking documents for accuracy and completeness. Uses computer, photocopier, and fax machines to carry out assigned tasks. Ensures that workload is managed in a timely and efficient manner. Works with clients and providers including physicians and other medical professionals to complete required reports, applications and forms. Assists in planning meetings, conferences, seminars, workshops, Health fairs, and community events. Maintains confidentiality, works independently with minimum supervision and considerable latitude for the use of initiative and independent judgment. Prepares comprehensive reviews of literature, statutes, rules, and/or policies related to Immunizations. Studies and analyzes operations and problems, prepares reports of findings and makes recommendations for Program improvement. Works with program staff in determining trends and resolving technical problems. May train others. Assists with and performs routine manual duties, including packing, shipping, receiving, stocking, issuing, and delivering supplies and equipment. Other manual duties include moving boxes, simple assembly, Required to respond to public health needs including but not limited to disease outbreak, biological, environmental and weather emergencies. Employee actively participates and /or serves in a supporting role to the agency's obligation for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(40%) Answers the Main telephone line into the Immunization Program, answers basic questions, takes messages, and routes phone calls appropriately routinely talking to and dealing with internal and external customers, including field and office staff, Contractors and Private Providers and their staff in a professional and pleasant manner. Assists in planning meetings, conferences, and seminars. Performs general office duties such as ordering supplies, performing basic bookkeeping work, and assisting with general human resources work. Performs routine clerical duties such as preparing, editing, and distributing correspondence, reports, studies, forms, and documents concerning agency programs and services and managing the inventory of supplies and pharmaceuticals. Maintains filing and record-keeping systems. Maintains client records and files and maintains confidentiality in all agency matters.

(20%) Manages the Program inventory including, but not limited to, ordering, maintaining and managing Program pamphlets, brochures, books, supplies, equipment and biologicals. Performs inventory counts and controls. Documents the number of items, supplies, equipment, vaccine and other biologicals on hand monthly, or as instructed. Compares physical inventories with stock records. Performs warehouse duties; packs/unpacks boxes or crates. Moves/removes and stores equipment supplies, and materials on shelves, refrigerators, freezers, storage cabinets, warehouse spaces, storage building, or other locations. Uses hand truck and flat trucks as needed. Stores all perishable items (vaccine and other biologicals) in refrigerator or freezer immediately and according to procedure. Checks refrigerator temperature monitor and records reading on proper form and keeps a log of all information. Labels appropriate stock items as needed. Rotates stock according to prescribed procedure. Issues older stock first. Routinely checks expiration dates of perishable stock and reports stock with 90-day expiration to Immunization Program Specialist. Maintains and organizes supplies, materials, warehouse with labels for each item and a complete list of all items. Reports any security or safety issues to supervisor.

(15%) Completes and/or reviews requisition forms and verifies information for accuracy. Submits forms for approval and/or reports and discrepancies found. Withdraws requested items for stock, checking units of issue, sizes, and expiration dates, if applicable, with the entries on the requisition form. Completes documents for delivery by marking availability or non-availability of items requisitioned. Documents withdrawals from inventory. Sorts items according to location for delivery. Packs the items in boxes or other shipping containers following the prescribed procedures to protect contents. Utilizes outside shipping vendors, making arrangement for pickup, and completing necessary documents. Performs clerical like tasks such as, writing letters, mailing, literature/documents, scheduling meetings, etc.

(10%) Routine maintenance of vaccine storage equipment, including vacuuming the pharmacy, monthly or as needed.

(10%) Receives data and lists from regional Immunization Program staff to prepare reports; and enters data on computer as requested. Maintains Pharmacy manual and updates as needed.

(5%) Participation in community preparedness, surveillance and other special initiatives. Required to respond to outbreaks and public health emergencies. Attend all CDC Immunization Satellite broadcast that pertain to Immunizations. Other duties as assigned include but are not limited to actively participating and/or serving 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.

May be required to work other than normal business hours to respond to public health emergencies, including but not limited to disease outbreaks and/or to participate in public awareness events such as health fairs or screenings.

Knowledge Skills Abilities:
Knowledge to use computer with Windows operating system and the following software: Word 2010 or higher, Excel, PowerPoint, electronic mail.
Knowledge of the basic principles of documenting stock reports for receipt, inventory, shipment, and making related reports.
Knowledge of basic motor vehicle operation and maintenance.
Skills in basic computer data entry.
Ability to understand and adhere to policies, procedures, and instructions.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
Ability to deal effectively with a wide variety of internal and external customers.
Ability to inspect delivered and shipped goods for accuracy, completeness, and condition.
Ability to organize shipments according to delivery site and delivery schedule.
Ability to file and keep records and prepare routine reports.
Ability to adhere to HHS Human Resources Policy Work Rules.

Registration or Licensure Requirements:
A valid Texas Driver’s License.

Initial Selection Criteria:
High School diploma or GED equivalent required. Thirty (30) hours credit from an accredited college or university OR one (1) year relevant work experience is preferred.

Two years customer service experience (greeting clients, answering phones/emails, trouble-shooting client concerns)

Experience using computer software including Microsoft Word, Power Point, Excel, and electronic mail to process electronic data and documents.

Experience creating/using database applications.

Additional Information:
Req 518098
Must possess a valid Texas driver’s license.

Must comply with all Agency and Immunization Program policies

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but 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:

MOS Code:
0111; 42L

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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