Administrative Assistant III

TX-HHSC-DSHS-DFPS • Austin, TX

1d • Hybrid

About The Position

Works a predictable schedule under the general supervision of the Complaint & Incident Intake (CII) Program Support Unit (PSU) Manager.Responsible for timely and accurate data input of statewide complaints and self-reported incidents into the CMS database. Conducts technical and quality assurance reviews of intakes data entered into ACTS to ensure accuracy. Scans and uploads documents into ACTS and online repository system. Notifies management of major discrepancies and/or problems. Work involves some planning, developing and providing customer service. Gathers, researches and disseminates information, facts and concerns. Assists with preparation and coordination of responses to internal and external stakeholders. Works under general supervision with some latitude for the use of initiative and independent judgment. Works on special projects for the Program Support Unit manager and other duties as assigned to support the mission of the Complaint & Incident Intake division. Represents CII at meetings and workgroups pertaining to ACTS and trains staff as needed.

Requirements

• Graduation from an accredited high school or GED.
• Experience using Microsoft Word, Excel, Power Point and Outlook.
• Experience in data entry.
• Experience prioritizing and managing multiple work assignments.
• Must be able to work Monday through Friday; 8:00 a.m. to 5:00 p.m.
• Knowledge utilizing computers with Microsoft Office Software, including Word, Outlook and Excel.
• Knowledge of and ability to accurately utilize database programs for data entry.
• Ability to work with confidential records/files/information.
• Ability to set priorities and goals, meet deadlines and research and interpret policies and procedures.
• Ability to perform detailed and accurate work.
• Normal Auditory Ability.
• Ability to communicate effectively both orally and in writing.
• Ability to work independently and effectively as a team member in an environment of change.
• Ability to assume a variety of responsibilities to include training others.
• Ability to maintain professional and knowledgeable attitude and behavior with members of the public and co-workers.
• Ability to pass a typing test with 45 words per minute.
• Must be able to move 20-pound boxes.

Nice To Haves

• Knowledge of Salesforce/TULIP, ASPEN/ACTS and iQIES preferred.

Responsibilities

• Serves as a subject matter expert for the Center for Medicare and Medicaid Services (CMS) Aspen Complaint Tracking System (ACTS) and Internet Quality Improvement Evaluation System (iQIES) for Complaint and Incident Intake (CII.) Responsible for timely and accurate data entry of statewide complaints and facility self-reported incidents into the CMS database. Scans, saves, and uploads documents into ACTS/iQIES.
• Serves as back up to maintain shared mailboxes, entering required data elements into ACTS and iQIES. Ensures corrections and addendums are entered within the required time frame. Identifies errors and returns intakes to program staff for correction. Uses TULIP intake tracking system and ACTS conversion tables to ensure appropriate allegations, priorities, investigation due dates and categories are selected upon data entry process. Notifies management of major discrepancies and/or ACTS/iQIES problems.
• Provides assistance to staff on Provider Inbox digital records in the CII Provider mailbox and TULIP record system when requested.
• Completes assignments to ensure timely and accurate execution of CII Program Support Unit responsibilities by corresponding with the requestor, Providers, CII Staff, Regional Staff, Team Leads, and Management.
• Performs other duties as assigned. Ensures assignments are completed within the time limits specified by or negotiated with supervisor or responsible party. Negotiates extensions with the supervisor or responsible staff. Ensures the quality of the completed assignment is acceptable.

Benefits

• comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees
• defined benefit pension plan
• generous time off benefits
• numerous opportunities for career advancement

What This Job Offers

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