Administrative Assistant Iii Jobs

Under the direct supervision of the HIV/STD Program Supervisor, the Administrative Assistant III will perform general office responsibilities, including but not limited to - administrative, clerical, and technical. Responsible for answering telephones to provide the necessary information concerning HIV and STDs to the public in general. Responsible for sorting and analyzing incoming STD laboratory reports, provide disease matching record searches, and data entry of STD laboratory reactors into the TB, HIV, STD Integrated System (THISIS) database. Ability to explain HIV/STD state reporting guidelines and procedures to private and public healthcare agencies. May assist with collecting and tabulating surveillance data for regional, state, and federal reports. Maintain HIV/STD program files and electronic resources following the state records retention schedule. Maintain and compile the STD medical inventory for offices participating in the Texas Infertility Prevention Program (TIPP). Maintains confidentiality in all aspects of duties. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions to include participating in outreach events and performing provider and lab visits. Member of the Incident Command Structure in response to public health emergencies. Must comply with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards. This position is office-based, Monday-Friday, 8:00 am – 5:00 pm.
Essential Job Functions
DATA MANAGEMENT/ANALYSIS: The Administrative Assistant III receives, and processes STD laboratory reactors reported. A field record will be initiated on syphilis labs using the Syphilis Grid Criteria. The data entry into THISIS will follow the DSHS HIV/STD Program Operating Procedure and Standards - Chapter 8, HIV/STI Surveillance. Gather labs obtained as an electronic import from the Division Office of STD/HIV, incoming faxes, and mail from local healthcare agencies, health providers, laboratories, correctional facilities, and other medical organizations. Initiate public health follow-up from reports received in THISIS to facilitate the HIV/STD program’s screening activities, diagnosis, treatment, and reporting activities in the region. This will require travel throughout PHR 2/3 to collect patient information from providers/labs who have not submitted required data. (40%)
SURVEILLANCE: Establish and maintain professional liaison with healthcare agencies to ensure timely reporting following DSHS guidelines and procedures. Will provide the reporting schedules and updated documentation used by our agency. Conducts passive and active surveillance, including in-person follow-up visits with healthcare providers, laboratories, and healthcare agencies to identify cases to ensure timely treatment, diagnosis, and reporting. These visits to providers and labs will require independent travel throughout PHR 2/3. Works closely with the HIV/STD programs within the state to ensure proper reporting and disease investigation on out of jurisdiction reactors received by our program. Consults with the HIV/STD Program Manager regarding problems and trends. (40%)
OFFICE SUPPORT: Performs administrative operations for the HIV/STD program - The duties include sorting incoming/outgoing mail and distribute accordingly. Coordinates the mailing services for the program staff to carry out disease intervention activities to include certified mail and contracted mail services (i.e., FedEx). Maintains lab records and retention schedules, works with the program Staff Services Officer on the program's inventory for condoms distribution to TIPP provider and the DSHS regional field offices. Provides administrative support for the DSHS Breckenridge sub-regional office as the DSHS Local Office Coordinator (LOC). (10%)
REGIONAL SUPPORT AND DISASTER RESPONSE/RECOVERY: Actively participates and serves in a supporting role to meet the agency's obligations for disaster response and recovery or Continuity of Operations (COOP) activation. May be required to work other than regular business hours to meet business needs or respond to public health emergencies. Required to complete ICS 100, 200, and 700. Participates in special or supplemental projects for the program. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions. Safe operation of either a state-owned vehicle or a personal vehicle is required to conduct state business. Compliance with DSHS Immunization Policy required: serologic evidence of immunity to, or documented proof of vaccination against, measles, mumps, rubella, varicella (chickenpox), Tdap, hepatitis B, and annual vaccination against influenza. Performs other duties as assigned. (10%)
Knowledge Skills Abilities
KNOWLEDGE OF: Office practices, procedures, systems, and equipment. Fundamentals of federal, state, and local rules and regulations governing the reporting and control of STD’s, HIV, and AIDS. Fundamentals of Centers for Disease Control and Prevention HIV/STD guidelines STD and HIV testing, treatment, and reporting guidelines, policies, and laws; communicable disease surveillance; confidentiality laws and HIPAA guidelines.
SKILL IN: Organizing and writing reports using standard English grammar and professional business writing style. Data entry and word processing. Developing and maintaining accurate filing systems. Building and maintain professional relations. Use of word processing (Word), database (Access), spreadsheet (Excel), electronic mail (Outlook), and presentation (PowerPoint) software and personal computer in a network environment.
ABILITY TO: Maintain effective working relationships with internal and external stakeholders using tact and diplomacy. Work independently exercising sound judgment, use time management strategies to maximize work productivity to meet deadlines, and maintain confidentiality. Initiate and complete complex, goal-oriented independent projects, and task with little or no supervision. Adhere to federal, state, and local laws, rules, regulations, and confidentiality guidelines governing the reporting and control of STD’s, HIV, and AIDS. Abide by Texas Department of State Health Services and Health and Human Services Guiding Principles, Code of Ethics, Standards of Conduct, Universal Expectations, Policies and Procedures. Work effectively with and influence medical professionals (i.e., physicians, nurses, laboratory technicians, and other health professionals).
Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions. To work in an office-based setting Monday-Friday, 8:00 am – 5:00 pm.
Registration Or Licensure Requirements
Must possess a valid Class C Texas driver’s license, or equivalent license from another state.
Initial Selection Criteria

• Documented work experience in healthcare, public health programs, preferably in Communicable Disease Programs or related field of work.
• Associates degree with major coursework in public health or a related field required;

Graduation from an accredited four-year college or university with major coursework in public, or a related field preferred. Experience may be substituted for degree if applicant has at least three years of experience in public health or a healthcare environment, preferably working with HIV/STD disease management and at least three years’ experience in delivering customer service or technical assistance to healthcare providers and staff as evidenced in application.

• Computer experience and working knowledge of Microsoft Office, and database management systems.

Additional Information
Resumes will not be accepted in lieu of an application but may be provided as supplemental materials. All fields on the application must be filled-in completely. Applicants must provide information relevant to the required experience for this position in the job history sections of the application. -or- Information on application must clearly state how applicant meets initial selection criteria in the summary of experience section of the application.
Must be legally authorized to work in the U.S. without sponsorship.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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.
Employee must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas Driver License for the appropriate type vehicle.
MOS Code
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 http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
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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.