Administrative Assistant V Jobs

Works under the direction of the Manager of the Program Support Unit within the Complaint and Incident Intake (CII) Division. Performs highly complex, high volume administrative support work with limited supervision. This position serves as Team Lead for Health Care Regulation (HCR) data entry program. Ensures data entry and correspondence of HCR complaints and self-reported incidents are compliant with entry into the ASPEN/ACTS and IQIES databases for the Centers for Medicare and Medicaid Services (CMS). Other duties include: correspondence with CMS and various state agency staff, retrieving, delivering and processing faxes/US Mail monthly. Creates, reviews and edits a unit operation manual, coordinates meetings and prepares related material. Serves as a back-up to other Administrative Assistants in Long Term Care (LTC) intake data entry and processing. Performs other administrative support functions as assigned.
Essential Job Functions
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Serves as Team Lead for the Health Care Regulation (HCR) program of Program Support Unit (PSU).
Responsible for data entry for HCR complaints and incidents using ASPEN/ACTS and IQIES systems, ensuring all are entered within the time parameters set by CMS. Ensures intakes are sent to the appropriate area for investigation. Serves as a liaison to other state and federal agencies to ensure accurate and timely data entry. (70%)
Complies and maintains procedures, drafts an outline, creates and edits a unit manual in an easily searchable, electronic format for administrative and unit teams’ use. Coordinates and participates in routine meetings. Identifies training needs and resource materials for PSU staff including HCR and LTC. Trains new employees on initial job responsibilities and duties. (10%)
Responds to inquiries regarding administrative regulations, policies, and procedures to public, staff and other agencies. Coordinates complex and routine technical and administrative support functions including proofreading and editing reports and memos, issuance of certified mail, mail distribution, copying, faxing, and filing. Analyzes, prioritizes, and disseminates incoming mail. Completes filing, faxing, and copying of records, correspondence, and other materials. (10%)
Serves as back up data entry for LTC and HCSSA complaints and incidents using the ASPEN/ACTS and IQIES systems, ensuring all are entered within the time parameters set by CMS. (10%)
Provides other division administrative support as needed. Completes additional tasks, projects, or other assignments upon request of management staff.
Knowledge Skills Abilities
Knowledge of local, state, and federal laws relating to healthcare facilities.
Knowledge of Microsoft Word, Access, Excel, PowerPoint, and Outlook.
Skills in the use of web-based computer applications.
Skills in managing large amounts of electronic data.
Skills in communicating effectively both verbally and in writing.
Skills in gathering, assembling, correlating, and analyzing facts.
Skills in training staff.
Ability to implement new systems and procedures.
Ability to develop and evaluate policies and procedures.
Ability to effectively prioritize work and recognize when re-prioritization is necessary.
Ability to prepare concise reports, paying attention to details.
Ability to independently plan, organize, prioritize and manage multiple work assignments.
Ability to deal tactfully and diplomatically with stakeholders.
Ability to establish and maintain effective working relationships with internal staff, other agencies and public.
Ability to move 20-pound boxes.
Registration Or Licensure Requirements
N/A
Initial Selection Criteria
Graduation from an accredited high school or GED. Related work experience may be substituted for the required education.
Work experience in data entry and providing customer service via direct contact, email or by telephone.
Knowledge of office practices and administrative procedures.
Experience working with confidential records and information.
Relevant work experience utilizing computers with Microsoft Office Software, including Word, Outlook and Excel.
Experience organizing workloads, setting priorities and meeting deadlines.
Must be able to type a minimum of 50 words per minute. Must be available to work holidays and weekends as needed.
Additional Information
Normal work schedule is Monday through Friday, 8 am – 5 pm.
The position is full-time telework with travel to the office as business needs require. Telework employees will not be reimbursed for travel from the employee's residence to the office. Telework employees are responsible for providing the required infrastructure for working from home.
HHSC does not pay installation, monthly fees, or other charges for additional equipment, personal telephone lines (cellular or land lines), or high-speed internet access in an employee's residence.
MOS Code
0158
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