TMB - Administrative Assistant III

TMB - Administrative Assistant III (00048045) 

Organization

: TEXAS MEDICAL BOARD 

Primary Location

: Texas-Austin 

Work Locations

: George H.W. Bush 1801 Congress Ave Suite 9.200 Austin 78701 

  

Job

: Office and Administrative Support 

Employee Status

: Regular 

Schedule

: Full-time Standard Hours Per Week: 40.00 State Job Code: 0154  Salary Admin Plan: A Grade: 13  

Salary (Pay Basis)

: 3,653.16 - 3,653.16 (Monthly) 

Number of Openings

: 1 

Overtime Status

: Non-exempt 

Job Posting

: Mar 24, 2025, 7:55:05 PM 

Closing Date

: Ongoing 

Description

 

INTERNAL/EXTERNAL

REMOTE ELIGIBLE

How to Apply            

All applications for employment with the Texas Medical Board must be submitted electronically via CAPPS at CAPPS RECRUIT or submit application through Work in Texas (WIT) before 12:00 a.m. central time on the job closing date. Applications can be FAXED to 512.305.7124 or e-mailed to Human.Resources@tmb.state.tx.us. All fields on the application must be completed. We may reject applications that do not include all 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 and within commuting distance with the Austin Office. No dual state employment with another state agency or higher education is allowed. Selected candidate will be required to disclose any outside employment while an employee of the Texas Medical Board to avoid any conflict of interest while performing the work and mission of the agency. Must provide DOB for background check. 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.

 

Additional Military Crosswalk information can be accessed at: https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

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. Together 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.

General Description

 

Performs routine administrative and technical support for the Investigations Department in the Investigations Department - Investigations Section. Work involves disseminating information, performing data entry, maintaining filing systems, and performing internal administrative support work. Generates, mails and electronically files correspondence related to complaints - including routine status update letters, subpoenas and custom letters as assigned. Serves as primary backup for processing incoming investigations mail received through the agency upload link and email.  Obtains computerized reports as needed. Works under moderate supervision from the Department Supervisor with limited latitude for the use of initiative and independent judgment.

 

Qualifications

 

 

Duties and Responsibilities

50%   Generates, mails and electronically files correspondence related to jurisdictional complaints. Assists with printing and mailing of subpoenas and correspondence on non-jurisdictional and JNF files. Creates needed file setup in Laserfiche (e-file system).

25%   Generates and mails correspondence related to complaints classified "JNF". Creates needed file setup in Laserfiche and performs necessary maintenance of hard copy files.

15%   Serves as primary backup for processing incoming mail for the investigations department through the agency’s upload link and dedicated email for receipt of documents.

5%     Generate and mail 90 day letters for complaints.

5%     Other duties as directed, including but not limited to file quality control.

 

Experience and Education

·       Graduation from standard senior high school or equivalent is required.

·       Graduation or course work from an accredited four-year college, university or technical school is preferred.

·       Twelve months experience in office practices, Microsoft Word and administrative support work is required.

·       Experience in scanning devices, office practices, Microsoft Word and administrative support work is preferred.

·       Education may be substituted for experience.

 

Knowledge, Skills and Abilities

·       Knowledge of office practices and administrative procedures.

·       Knowledge of scanning programs.

·       Skill in the use of standard office equipment, personal computers, software packages, SharePoint, and Teams.

·       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.

 

Physical Requirements And/Or Working Conditions

This position is eligible for telecommuting up to one to two days per week, after training and subject to approval. The principal job functions are performed in a standard office environment and require:

·       Regular and punctual attendance working a set schedule for eight hours per day Monday to Friday between 7am and 6pm.

·       Must respond to internal and external communications in a timely manner which is at least:

• • Within 24 hours (1 business day) of when external communication is received.
  • Within 24 hours (1 business day) of when internal communication is received.
  • Within 15 minutes while working remotely during business hours if contacted by your supervisor or manager unless you are on a pre-approved leave or on a recognized lunch or exercise break.

·     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.

·       Prior to approval for any telecommuting, applicants must have at their home office, 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.

·       Employees assigned an agency issued device (e.g. laptops or cell phones) must use the agency device assigned to them to conduct agency business.  The use of personal devices to perform official work responsibilities is not permitted unless formally approved.

 

LEGAL REQUIREMENTS

·       Cannot hold outside employment that interferes with assigned work schedule, nor does it constitute a conflict of interest with TMB employment and services.

·       Must reside in Texas and within commuting distance of the Austin office.

·       Dual employment at another state agency or Texas public university is not permitted.

·       A DPS background check will be conducted.

·       If hired, must provide documentation(s) within three days of hire that establishes identity and employment verification.

·       Compliance with all agency policies and procedures, including but not limited to applicable confidentiality, security and safety rules, regulations and standards.

 

 

NEW HIRES/REHIRES

60-day waiting period for health coverage.

 

REMARKS

Resumes will not be accepted without a completed and signed State of Texas application. Only the candidates selected for an interview will be contacted and will receive written notification of application results.

 

 

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) 305-7142.

 

Selective Service Requirement: If selected for employment, male applicants ages 18 through 25 must present proof of registration or exemption with the federal Selective Service System.

 

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