Administrative Asst I Jobs

Administrative Asst I
Are you ready to be professionally challenged? Are you looking to be part of a
dynamic team of engaged and committed professionals? Then the Health and
Specialty Care System (HSCS) may be just the place for you! The State
Hospital System, under the HSCS is comprised of nine psychiatric hospitals
located throughout the state and one youth residential psychiatric center in
Waco. The HSCS is a hub of excellence for forensic mental health and
complex psychiatric care, with all facilities accredited by The Joint
Commission. The hospitals provide state-of-the-art treatment that is recovery-
oriented and evidence-based. Whether in a direct-care or support role, your
contribution will make a difference in the life of a Texan. Apply now to join our
team.
The Unit Administrative Assistant I performs entry-level administrative support work. Work involves disseminating information, maintaining filing systems. Performs administrative support work for the medical staff providers, including but not limited to, typing general correspondence for professional scheduling, attending and preparing minutes for professional meetings, case conferences, and dangerous review board meetings. Work involves compiling and tabulating data, checking documents for accuracy, transporting documents, and maintaining files for the unit. Supports Medical Staff providers and recovery teams by scheduling meetings, maintaining a tickler of tasks to be performed, and providing supporting documents and reminders to ensure work is timely and complete. Works under the supervision of the unit Administrative Assistant II, with minimal latitude for the use of initiative and independent judgment, and follows the directions of the Medical Staff Coordinator to support the Medical Director in performing his/her duties. The Administrative Assistant I has no financial responsibility but is accountable for assigned property. Must understand that duties, location of job assignment, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. They will maintain a level of care for all patients. Must understand that duties may include exposure to blood or other potentially infectious materials. Supports the mission and vision of the facility. Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
Essential Job Functions
Attends work on regular and predictable schedule in the accordance with agency leave policy and performs other duties as assigned.

• Provides Recovery Team support to meet time frames and documentation requirements established in policy. Measures: Creates a schedule of recovery team meetings based on policy using a computerized tickler file; adds patients to the schedule based on events/data that trigger called meetings in policy and as directed; ensures required documentation and patient charts are available in the meetings; summarizes recovery team meetings and enters information into CWS; creates to do lists for providers from meeting discussion; reminds physician to validate in CWS; meets all required time frames.

Provides Medical Staff providers with support to meet time frames and documentation requirements established in policy. Measures: Creates a schedule of provider meeting/documentation based on policy using a computerized tickler file; adds patients to schedule based on events/data triggering provider response and on tasks requested in meetings; coordinates schedule with ward and escorts patients to provider; obtains medical staff signatures on paper documents and informs provider of electronic orders needing validation; maintains provider billing logs, notifies provider of any documentation or corrections required for appropriate billing, and makes billing entries.
Audits, files and thins medical record documents and prompts completion of documentation tasks to ensure compliance with policy. Measures: Audits patient records to maintain compliance with documentation requirements, update ticklers and other logs, and thin charts; uses crystal reports to identify outstanding assessments and documentation, special precautions and observation orders that need review/renewal; ensures guardianships are up to date and entered in both paper and electronic medical records.
Tracks unit tasks to ensure the task is completed according to policy or supervisor instruction. Measures: tracks unit activities to include, but not limited to tracking completion of training/rosters, clothing orders, patient incoming and outgoing mail, patient clothing requests, completion of assessments.
Provides general clerical support to unit. Measures: Answers phones, takes and delivers messages, makes copies, files, runs errands.
Under the direction of the Medical Staff Coordinator, supports scheduling, signing documents, and communication in support of the Medical Director's duties.
Performs other duties as assigned in order to ensure that services are provided. 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 (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Other duties as assigned includes backing-up other positions within the department at 100% of work time at the discretion of the director. This includes, but is not limited to, extended sitting, computer-based duties, extended typing, running errands to multiple campus locations, and sorting/filing of paper documents. Measurement: Willingly completes other duties as assigned within time frames and minimum standards established by supervisor at the time of assignments. Obtains supervisor clarification and assistance as needed to complete task.
Knowledge Skills Abilities
Knowledge of electronic medical record (CWS/Avatar)
Ability to pull crystal reports from the medical record and business objects
Ability to establish a tickler file of documentation requirements, create a schedule for clinical staff support, and track completion including providing reminders as needed
Ability to work harmoniously and professionally with others
Knowledge of general office practices and operation of standard office equipment and technology
Ability to work with mentally ill patients
Ability to organize and prioritize workload
Must be able to perform TIPPS as required
Ability to read and comprehend; ability to write using correct grammar and spelling; ability to perform simple arithmetic
Knowledge of court procedures and deadlines
Ability to take inventory, organize inventory, and order supplies
Knowledge of taking and typing meeting minutes; ability to complete in a timely manner and meet applicable deadlines
Registration Or Licensure Requirements
None
Initial Selection Criteria
High School graduate or GED equivalent.
1 (One) year of experience in a field of work related to the position.
Additional Information
COVID-19 Precaution(s):
Personal protective equipment required and provided
Temperature screenings
Social distancing guidelines in place
Sanitizing, disinfecting, or cleaning procedures in place
Vaccines available for employees
All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.
Salary Note: The salary offered will follow HHS HR Policy starting salary guidelines which are typically made at or near the minimum of the salary range. For internal applicants, there can be limitations in consideration of applicant’s current classification and salary and is dependent upon available budget.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, and HHS OIG list of Excluded Individuals/Entities. Males between the ages of 18-25 must be registered with the Selective Service.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.
If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747.
MOS Code
There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. 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.
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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.