Administrative Asst III

Texas Health & Human Services Commission Austin, TX
Administrative Asst IIIUnder the direct supervision of the Disclosure Supervisor in the Long Term Care Regulatory Services Records Management Unit, performs technical, clerical and administrative duties for the Records Management Unit and/or LTC Regulatory Services Program. Process requests for copies of surveys, investigations, documents, postings, written policies, and regulations. Research files, de-identify documents, and review information to ensure documents to be released are in accordance with the Texas Open Records Act and/or Texas Public Information Act and federal Freedom of Information Act (FOIA). Prepare and distribute special and/or routine reports, documents and materials. May train staff as needed. Maintain automated logs on status of requests. Communicate with customers, regional staff, city, federal and state agencies, as well as executive staff, regarding requested materials. Responds to requests for documents under Texas Open Records Act and/or the Freedom of Information Act for the public, media, attorneys, state/federal agencies. Distributes correspondence and other material (for example: printouts, feedback, informational materials, files, handbooks, manuals, revisions, reports). Maintain automated or manual tracking system(s). Communicate on a professional level with others (internally or externally) to provide, exchange, or verify information, answering inquiries, address issues, or resolve/report problems or complaints. Implements administrative procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively and to train others as needed. Ability to establish and maintain an effective working relationship with others in a team atmosphere.Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Performs technical, clerical and administrative duties for the Records Management Unit and/or LTC Regulatory Services Program. Process requests for copies of surveys, investigations, documents, postings, written policies, and regulations. Research files, de-identify documents, and review information to ensure documents to be released are in accordance with the Texas Open Records Act and/or Texas Public Information Act and federal Freedom of Information Act (FOIA). Prepare and distribute special and/or routine reports, documents and materials. Will assist Team Lead with specific projects and assignments. May train staff as needed. Maintain automated logs on status of requests. Communicate on a professional level with customers (internally or externally), regional staff, city, federal and state agencies, as well as executive staff, regarding requested materials to provide, exchange, or verify information. Be able to answering inquiries, address issues, or resolve/report problems or complaints from customers. Ability to use computer software including but limited to Neubus, Heart, Excel, Word, Access, CAPPS.Knowledge Skills Abilities:

Knowledge of office practices and administrative procedures.Knowledge of answering multiple phone lines in a professional environment. Ability to implement administrative procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively and to train others as needed. Ability to complete tasks accurately and timely with due dates. Ability to complete research based on limited information, often within difficult timeframes Ability to establish and maintain an effective working relationship with others in a team atmosphere. Ability to work under limited supervision with considerable latitude for the use of initiative and independent judgment. Skill in standard Microsoft Office equipment (Microsoft Excel, Word, and Outlook) and software, specialized software and programs related to the Records Management Unit. Skilled in good oral and written communication to be able to interact and problem-solve issues Skilled in the use of web based computer applications (HEART). Skilled in reporting on work product completed. Skilled in tracking multiple requests and following up on those that are not resolved. Registration or Licensure Requirements:

N/AInitial Selection Criteria:

Experience in answering a multi-line phone. Excellent communication and interpersonal skills. Knowledge of the Texas Open Records Act and Health Insurance Portability and Accountability Act (HIPAA) of 1996. Proficient in standard Microsoft Office equipment (Microsoft Excel, Word, and Outlook).Additional Information:

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.MOS Code:

42A, YN, 0111, 3A1X1

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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