Administration Assistant II - Risk Management

Texas Health & Human Services Commission•Abilene, TX

5d•$2,829 - $3,946•Onsite

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. This is a career filled with purpose. Our staff are well organized, able to multi-task, possess the ability to learn policy regulations, able to thrive in a challenging, fast-paced, and evolving environment, have good communication skills, a positive attitude, strong work-ethic and a desire to help others. If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

Requirements

High School Diploma/GED required.
Thirty (30) hours credit from an accredited college or university OR one (1) year clerical or administrative work and customer service work experience is preferred.
Experience working with employees and supervisors with FMLA issues and Leave of Absence monitoring is preferred.
Experience working with computer programs.
One (1) year work experience involving computer and keyboard use.
Experience working in a professional customer service environment.
Experience keeping data in an accurate and efficient manner.
Work experience using a computer for inquiry and data entry, preferred.
Knowledge of office practices and administrative procedures.
Skill in using a personal computer and office equipment.
Working knowledge of Business English, spelling, punctuation, arithmetic, and office and procedures.
Ability to communicate verbally and in writing in a clear and concise manner.
Ability to be flexible in handling work assignments.
Ability to prioritize assignments.
Ability to use Microsoft Office (Word, Excel, PowerPoint, Outlook) and database applications (PeopleSoft preferred).
Ability to maintain confidentiality in accordance with HIPPA and other employment regulations.
Ability to read a large amount of information in a timely manner.
Knowledge of the purpose and practical application of a Transitional Duty Program and Reassignment process.
Extensive knowledge of Federal and State Laws pertaining to Worker's Compensation, Family Medical Leave Act and the Americans with Disability Act.
Skill in reviewing and monitoring medical documentation and files for appropriate actions in accordance with HHSC and AbSSLC policies and procedures.
Ability to prepare and maintain detailed records, files, and reports.
Ability to send email, perform data entry, format correspondence and compose documents with minimal errors.
Ability to communicate effectively with medical care providers, facility staff, other agencies, and the public.
Ability to communicate verbally and in writing in a clear and concise manner.
Ability to works harmoniously with other staff and the general public to generate productive, cohesive work settings and positive public and interpersonal relationships.
Comfortable interacting with individuals who live at the Abilene State Supported Living Center.
Must be able to work occasional overtime, required by management and outside of normal hours of operation, which may include weekends when called upon.
Must be able to work in a highly stressful and fast-paced environment, under constant pressure to meet required deadlines.
Ability to define, learn, understand, and apply new technologies, methods, and processes.
Adaptable and flexible, with the ability to handle ambiguity and sometimes changing priorities.
Ability to develop positive relationships and effectively communicate with management.
Excellent written and verbal communication skills; interpersonal and collaborative skills; the ability to communicate; persuasive, encouraging, motivating, and inspiring; the ability to listen and understand.
Communicates on a basic level with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.

Nice To Haves

Thirty (30) hours credit from an accredited college or university OR one (1) year clerical or administrative work and customer service work experience is preferred.
Experience working with employees and supervisors with FMLA issues and Leave of Absence monitoring is preferred.
Bilingual (English / Spanish) skills preferred.
Work experience using a computer for inquiry and data entry, preferred.

Responsibilities

Performs secretarial and clerical duties to support the Risk Management Department.
Answers telephones, data entry, ordering supplies, distributing mail, completing work orders, and other office duties.
Provides assistance in coordination and management of the Return-to-Work Program.
Ensures return to work paperwork is processed accurately.
Provides consultation, training and support to employees and supervisors involved in the Return-to-Work program, FMLA, Employee Reassignment Process and Workers Compensation Management Program including vocational, medical and personal case management.
Documents and maintains clear and concise records of transitional duty and alternate duty assignments.
Coordinates and monitors the reassignment of employees to return employees to work as efficiently as possible.
Interacts with medical providers and other state agencies to gather and distribute relevant supporting documentation.
Provides support to the Workers Compensation/FMLA Case Manager.
Acts as a consultant to facility supervisors.
Acts as a liaison between the Facility and medical providers to ensure the information is processed completely and in a timely manner.
Acts as a backup for the Worker’s Compensation Case Manager and Transitional Duty Coordinator.
Provides guidance to case management staff insuring all laws, rules and policies of all regulatory authorities are adhered to.
Routine administrative support and/or technical program assistance work, moderately complex secretarial/clerical work in areas such as bookkeeping, inventory control, statistics, purchasing and accounting.
Answers all phones, check voicemails, types and edits correspondence, letters, and reports; handles all incoming and outgoing mail directly. Orders office supplies and enters work orders for Risk Management Department.
Completing Risk Mgt. case management notes for Staff who call into Risk Mgt. over the phone, sending notification email, notifying Return to Work Coordinator of completion and assisting Return to Work Coordinator as requested or needed. Serve as the back up to the Return-to-Work Coordinator.
Assisting the Return-to-Work Coordinator with clearing of staff members returning to work from medical issues/illness including collection of doctor's notes, printing or sending emails, making folders for staff, and adding/removing staff from Daily Report.
Create a BJO for Non-Work-related Injuries or medical conditions, make alternate duty assignment and send notification email if requested by the RTW Coordinator or only staff in the office.
Collecting and tracking of the Risk Management daily sign in logs and enter tracking into Excel document. Filing completed files into the Risk Mgt. file cabinets. Create and update all alternate Duty Sign In Sheets.
Assisting the FMLA case manager with FMLA case files, send notification email if requested and act as FMLA case manager in their absence.
Complete an OJI Injury report, create an OJI Bona Fide Job Offer for restrictions, assist employee's in getting on campus treatment and send notification email if requested by WC Case Manager or only staff in the office.
Complete an OJI Workers Compensation packet, notify Workers Compensation Case Manager of completion and send notification email if requested by the WC Case Manager or only staff in the office.
Case management of reassigned staff, complete a reassignment BJO, assign an employee who has been reassigned to an alternate duty location, provide reassignment agreements, and send notification email of assignment. Assist an employee who is reassigned requesting time off including Director approval.
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.
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.