Administrative Asst II

Job Description

Administrative Assistant II – Starting Market Rate Salary $39,484.32

Performs administrative duties to include answering the telephone, refers callers to appropriate staff, takes messages, and answers basic questions. Enters data in the state and federal automated reporting systems, conducting technical reviews of all reports in computer tracking system, and determining appropriate disposition. Responsible for preparing, processing, and distributing federal and state enforcement notification letters and reports as mandated. Monitors and reviews survey reports for all regulated and unlicensed facilities, finalizes CMS certification and transmittals for enforcement actions and surveys, and prepares waiver letters. Prepares and distributes documents requested under the Freedom of Information Act and submits to state office.

The state of Texas offers many benefits to employees. HHSC is a qualifying organization for the Federal Public Service Loan Forgiveness Program , which forgives the remaining balance on college student Direct Loans after making 120 qualifying monthly payments. We also offer excellent health benefits , a lifetime monthly retirement annuity as well as 401(k) and 457 Programs under the Employees Retirement System of Texas.

Essential Job Functions

• Maintains a regular and predictable work schedule.
• Knowledge of maintaining records, files, or logs (for example, administrative, personnel, contract, correspondence forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.
• Knowledge of preparing ongoing or special narrative and statistical reports for Program Managers, Regional Director, and State Office.
• Maintains regional Survey Management System database.
• Communicates with others (internally and externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
• Monitors and performs technical review of all survey and investigation documentation to ensure accurate preparation of all forms, supporting information, narratives and reports.
• Ensures all documentation complies with state and federal requirements.
• Makes corrections to ensure compliance.
• Processes all state and federal enforcement actions within required time frames.
• Prepares technically accurate state and federal reports, notification letters, administrative penalty notifications, waiver letters, and the CMS Certification and Transmittal.
• Determines appropriate distribution for all actions to meet federal and state requirements.
• Enters critical information into state and federal databases regarding scheduling, agency visits, recommendations and activities to provide accurate data for required internal and public reporting processes.
• Responsible for submitting to state office all documentation requested through the Freedom of Information Act, including reviewing the file to determine location of documentation, copying appropriate documents, and distributing within required timeframes.
• Other duties as assigned.
  
  

Knowledge Skills Abilities

Ability to perform complex tasks related to Federal & State rules and standards while maintaining attention to detail.

Ability to quickly comprehend frequent technical changes.

Ability to learn and maintain knowledge of the Long-Term Care Integrated computer system and regional Survey Management System.

Ability to read, understand and apply program technical procedures for processing surveys, enforcement actions, and administrative penalties.

Ability to maintain a high level of confidentiality.

Knowledge and experience with computers.

Registration Or Licensure Requirements

None

Initial Selection Criteria

Experience in answering telephones, referring callers to appropriate staff, taking messages, and answering basic questions.

Experience with Word, Excel and Access, including compiling and analyzing data. Experience preparing and proofreading correspondence, forms, reports or other documents (for example, letters, memos, travel or purchase vouchers, job announcements)

Experience in maintaining and monitoring records and files, or logs, including electronic records.

Additional Information

This position requires 25% travel. Ability to travel occasionally for activities such as out-of-town meetings or training sessions. Maintains a regular and predictable work schedule.

Note: This position is able to work a compressed workweek of four 10-hour days.

All applicants must pass a fingerprint criminal background check.

If you are an active or former licensed nursing facility administrator, certified nurse aide, or medication aide, hiring will be pending until professional licensing and Employee Misconduct Registry checks are completed.

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. All applicants must pass a fingerprint criminal background check.

MOS Code

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 15P, 42A. 56M, 68G, 420A, AZ, LS, LSS, MC, PS, RP, SN, YN, YNS, 741X, PERS, 0100, 0111, 3372, 3381, 6046, 0170, 4430, 3F5X1, 8A200

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx. http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

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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