Administrative Assistant III

TX-HHSC-DSHS-DFPS • Houston, TX

23d

About The Position

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable and trustworthy hard workers who believe in the value of teamwork? DSHS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized assistance for medically fragile children and Texans in need. If you are interested in establishing a career filled with purpose and joining a team helping vulnerable Texans through compassionate service, we welcome your application for the position below.

Under the direction of the Specialized Health & Social Services (SHSS) Regional Manager, employee performs complex and routine administrative and technical assistance for regional Social Work and Case Management Programs to include the Children with Special Health Care Needs (CSHCN), Personal Care Services (PCS), Case Management for Children and Pregnant Women (CPW), Texas Health Steps (THS) and Supplemental Security Income (SSI) programs. Develop and maintain program filing systems, including staff and client records; updating spreadsheets; and maintaining documents, records, and correspondence. Enters and retrieves data from information systems and prepares routine and special reports including monthly reports and submits by time deadlines. Organizes work and manages time effectively to notify client families timely, compile and submit client records, and compose and edit funding proposals and budget requests. Purchases program materials, maintains office supply inventory, and submits requisitions for purchases such as training registration fees, office equipment, furniture, etc. Provides support to colleagues entering purchase requisitions. Serves as backup receptionist and general clerical duties for the department by answering the region's main incoming telephone switchboard line, assists with answering the SHSS referral line, greeting, announcing and directing visitors to proper area, and providing general information to callers or visitors. Assists program administrators with program needs such as technical and administrative program support, customer service, eligibility functions, health fairs, program surveys, and answers phone systems. Schedules meetings, conferences, presentations, and training for program staff. Effectively communicates program services and/or changes to consumers and community agencies regarding program policies and procedures. Receives and directs client complaints and inquiries from other entities. Collects funding source information for travel reimbursements and monitors travel arrangements for others. Works under general supervision with moderate latitude and expectation for the use of initiative and independent judgment. Assists in responding to public health needs such as disease outbreak and weather emergencies, which might include work beyond typical job tasks, schedule, and location. Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Requirements

• Knowledge of: computer systems and software applications; office practices and administrative support procedures; and basic budget practices and tracking.
• Skill in: data entry and maintaining information systems; computer programs in word processing (Word), spreadsheet (Excel), electronic mail (Outlook), and Internet; good telephone and office etiquette; and organizing assignments and providing quality customer service.
• Ability to: work as a team member; prioritize work to effectively accomplish multiple tasks; learn program processes and eligibility requirements for public assistance programs; communicate effectively, verbally and in writing, and explain program services to consumers, providers, agencies, and public; maintain confidentiality; work under moderate supervision with limited latitude for the use of initiative and independent judgment; follow policies and procedures; and demonstrate linguistic proficiency in English and Spanish.
• Must possess a valid Texas Driver's License and have reliable transportation.
• Graduation from High School is required, some college coursework or associates degree is preferred.
• Documented work experience related to administrative support is required.
• Must be Bilingual (English/Spanish).

Responsibilities

• Provides support to SHSS program and colleagues entering purchase requisitions.
• Forecasts expenses, tracks spending, prioritizes expenses, adapts to changes, and communicates financial information well in advance including projected shortfalls.
• Organizes work and manages time effectively to compose and edit complex correspondence, reports, documents, and forms using various software programs.
• Responsible for developing and maintaining program record retention systems to include expenditure tracking and requisition life cycle.
• Develop and maintain program filing systems, including staff and client records; updating spreadsheets; and maintaining documents, records, and correspondence.
• Performs administrative support duties using office equipment, software, and databases.
• Monitors electronic mail for action items and deadlines.
• Answers and routes phone calls and faxes, communicates professionally, records accurate messages, handles routine requests for information and refers appropriately.
• Purchases program materials, purchases and maintains general office equipment and supply inventory, and ensures equipment is in good working condition.
• Processes applications to determine and certify eligibility for the CSHCN program in a timely and accurate manner.
• Submits documentation into computer database to update client record.
• Screens application for eligibility criteria and determines financial and medical eligibility for the CSHCN program.
• Obtains and verifies supporting documentation included with applications.
• Tracks pending applications and retrieves eligibility outcomes using computer database.
• Completes forms to document client eligibility.
• Prepares and disseminates information to clients and providers regarding regulations, policies and procedures, eligibility criteria and assists with resolving problems.
• Consults with clients about eligibility issues and refers to case management as needed.
• Explains requirement and process to apply for Medicaid/CHIP in addition to CSHCN.
• Provides information to clients and other authorized entities about the status of eligibility to medical providers and clients.
• Provides information to potential and current clients about all agency services.
• Adheres to CSHCN policies and procedures, reaching out for support when needed.
• Submits supporting documentation and reports to Central Office.
• Responds to inquiries from Central Office eligibility staff in a timely and professional manner.
• Develops, coordinates and maintains accurate files and other records regarding client and provider.
• Coordinates with medical providers on behalf of program staff to obtain necessary medical documentation for PCS clients.
• Assists potential and current clients with completion of application process.
• Receives and enters referrals into the Case Management Investigation System (CMIS) to begin the process for individuals seeking assistance.
• Required to maintain client confidentiality and treat clients and colleagues respectfully.
• Coordinates community education presentations and health fairs to provide information about CSHCN eligibility and services to individuals and groups.
• Schedules meetings, conferences, presentations, and training for program staff.
• Finds event venue, coordinates planning with venue staff, initiates discussions with event speakers, develops agenda and helpful attendee guide, and creates participant surveys to solicit feedback.
• Collects funding source information for travel reimbursements and monitors travel arrangements for others.
• Participates in Quality Assurance record reviews for eligibility clients.
• Assists with home visits by accompanying Social Worker on occasion.
• Provides administrative back-up for the region's clerical needs including answering the region's main incoming telephone switchboard line, greeting and directing visitors to proper areas, and providing general information.
• Attends program-related workshops and training, including the SHSS All-Staff Conference every two years which could include overnight travel.
• Trains staff in the eligibility process and complex CSHCN rules and regulations.
• Receives and directs client complaints and inquiries from other entities.
• Performs other duties as assigned to include actively participating in public health needs including but not limited to disaster, biological, environmental and weather emergencies.

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: Entry Level
• Education Level: High school or GED