Administrative Asst Iii-Quality Management

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 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 science-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan.
The administrative assistant to the Quality Management Manager provides direct clerical support to the Quality Management Director, as well as staff members within the department as needed. Duties include assisting with reports, managing data from multiple sources (including existing and self-created databases), filing, typing correspondence and composing minutes for meetings. Keeps Quality Management Director informed of environmental issues, and relevant changes to internal processes or procedures. Required to stay informed of new/revised forms, policies, procedures, etc. pertaining to ASH process and audits.
Collect and audit required hospital records for retention to comply with the current record retention policy. Manages and tracks multiple processes and audits. Performs complex (journey-level) administrative support or technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. May train others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions:
1. Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
2. Prepares and disseminates information concerning agency programs and procedures.
3.Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
4. Performs general office duties such as filing and maintaining a filing system, answering and
routing phone calls, and ordering and maintaining office supplies.
5. Responds to inquiries and explains rules, regulations, policies, and procedures.
6. Coordinates meetings, conferences, and seminars.
7. Compiles and enters data for charts, graphs, databases, summaries, or reports.
8. Will manage and maintain schedules and travel arrangements for
managers and directors.
9. Will prepare and compile presentation and training materials.
10. May provide guidance to others
11. 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.

Knowledge Skills Abilities:
1.Skill in the use of standard office equipment and software.
2.Ability to implement administrative procedures; to interpret rules, regulations, policies, and
procedures; to communicate effectively; and to provide guidance to others.
3.Working knowledge of medical terms and procedures preferred.

Registration or Licensure Requirements:
None

Initial Selection Criteria:
1.Graduation from an accredited high school or equivalent,
2.Two (2) years of work experience in a field related to the duties of the position. One (1) year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year for year basis.

Additional Information:
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.
Salary Note: The salary offered will follow HHS starting salary guidelines which are typically made at or near the posted minimum of the salary range.
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 patients. 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.

MOS Code:
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.