Administrative Assistant III

TX-HHSC-DSHS-DFPS • Arlington, TX

1d • Onsite

About The Position

Under the direct supervision of the HIV/STD Program Supervisor, Administrative Assistant III will perform general office responsibilities, including but not limited to - administrative, clerical, and technical. Available to answer calls for appropriate staff to provide the necessary information concerning HIV and STDs to the public in general. Responsible for sorting and analyzing incoming STD laboratory reports, provide disease matching record searches, and data entry of syphilis, gonorrhea and chlamydia laboratory reactors into the TB, HIV, STD Integrated System (THISIS) database. Ability to explain HIV/STD state reporting guidelines and procedures to private and public healthcare agencies. May assist with collecting and tabulating data for regional, state, and federal reports. Maintain HIV/STD program files and electronic resources following the state records retention schedule. Maintain and compile the STD medical inventory for offices participating in the Texas Infertility Prevention Program (TIPP). Maintains confidentiality in all aspects of duties. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions to include participating in outreach events and performing provider and lab visits. Member of the Incident Command Structure in response to public health emergencies. Must comply with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards. This position is office-based, Monday-Friday, 8:00 am – 5:00 pm.

Requirements

• KNOWLEDGE OF: Office practices, procedures, systems, and equipment. Fundamentals of federal, state, and local rules and regulations governing the reporting and control of STD’s, HIV, and AIDS. Fundamentals of Centers for Disease Control and Prevention HIV/STD guidelines STD and HIV testing, treatment, and reporting guidelines, policies, and laws; communicable disease surveillance; confidentiality laws and HIPAA guidelines.
• SKILL IN: Organizing and writing reports using standard English grammar and professional business writing style. Data entry and word processing. Developing and maintaining accurate filing systems. Building and maintaining professional relations. Use of word processing (Word), database (Access), spreadsheet (Excel), electronic mail (Outlook), and presentation (PowerPoint) software and personal computer in a network environment.
• ABILITY TO: Maintain effective working relationships with internal and external partners using tact and diplomacy. Work independently exercising sound judgment, use time management strategies to maximize work productivity to meet deadlines, and maintain confidentiality. Initiate and complete complex, goal- oriented independent projects, and task with little or no supervision. Adhere to federal, state, and local laws, rules, regulations, and confidentiality guidelines governing the reporting and control of STD’s, HIV, and AIDS. Abide by Texas Department of State Health Services and Health and Human Services Guiding Principles, Code of Ethics, Standards of Conduct, Universal Expectations, Policies and Procedures. Work effectively with and influence medical professionals (i.e., physicians, nurses, laboratory technicians, and other health professionals).
• Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions. To work in an office-based setting Monday-Friday, 8:00 am – 5:00 pm.
• Must possess a valid Class C Texas driver’s license, or equivalent from another state, reflecting an acceptable driving record following Fleet Operations and Management & Procedures.
• One year of experience with data and spreadsheet management in public health, community-based work, population-based initiatives, or community coalition programs.
• Graduation from high school or equivalent.
• Documented computer experience and Microsoft Office products (Excel, Outlook, Teams, etc.) use.
• The application documents the ability to independently travel 10% of the time to complete essential job functions.

Nice To Haves

• An associate degree with major coursework in public health, or a related field required preferred.

Responsibilities

• DATA MANAGEMENT/ANALYSIS: Administrative Assistant III receives, and processes STD laboratory reactors reported. A field record will be initiated on syphilis labs using the Syphilis Grid Criteria. The data entry into THISIS will follow the DSHS HIV/STD Program Operating Procedure and Standards (POPS) - Chapter 8, HIV/STI Surveillance. Gather labs obtained as an electronic import from the Division Office of STD/HIV, incoming faxes, and mail from local healthcare agencies, health providers, laboratories, correctional facilities, and other medical organizations. Initiate public health follow-up from reports received in THISIS to facilitate the HIV/STD program’s screening activities, diagnosis, treatment, and reporting activities in the region. Independent travel throughout PHR 2/3 may be required to collect patient information from providers/labs who may not have submitted the required reporting data.
• REGIONAL LIAISON: Establish and maintain professional liaison with healthcare agencies to ensure timely reporting following DSHS guidelines and procedures. Will provide the reporting schedules and updated documentation used by our agency. Conducts passive and active investigations, including in-person follow-up visits with healthcare providers, laboratories, and healthcare agencies to identify cases to ensure timely treatment, diagnosis, and reporting. These visits to providers and labs will require independent travel throughout PHR 2/3. Works closely with the HIV/STD programs within the state to ensure proper reporting and disease investigation on out of jurisdiction reactors received by our program. Consults with the HIV/STD Program Manager regarding problems and trends.
• PROGRAMMATIC SUPPORT: Consults with the Disease Intervention Specialist (DIS) regarding incomplete/incorrect THISIS entries received from the Austin central office (CO) syphilis surveillance. The Line List is utilized by CO to improve programmatic accuracy and efficiency on syphilis cases reported. The AAIII will abstract and create an individualized correction work list for the DIS to update THISIS and remove the events from the PHR 2/3 pending reports. May consult directly with the DIS supervisor on ongoing issues identified from the reports provided to the DIS. Works with the DIS supervisor with THISIS data entry training to improve programmatic case reporting accuracy and efficiency. Line list outcomes are reported to the program manager as part of the monthly report of activities performed. Performs administrative operations, including answering calls from public in general, sorting incoming/outgoing mail and faxes, and distributes them accordingly. Maintains lab records and retention schedules for gonorrhea and chlamydia. Works with the program Staff Services Officer on the program's inventory for condom distribution to TIPP providers and the DSHS regional field offices.
• REGIONAL SUPPORT AND DISASTER RESPONSE/RECOVERY: Participates in regional assignments/duties/special initiatives. May be required to work other than normal business hours to respond to public health emergencies; actively participate and/or serve in a supporting role to meet the agency's obligations for disaster response/recovery/Continuity of Operations (COOP) activation- requires completion of at least ICS 100,200, 700 and 800 and may require an alternate shift pattern assignment and/or location. Maintain compliance with DSHS Policy, Fleet Operations, management and Procedures and Standards, and a current valid Texas Driver's License. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job function.

Benefits

• DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED