Administrative Assistant III

TX-HHSC-DSHS-DFPS•Fort Worth, TX

11d•$2,953 - $3,660•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. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage. The Office of Inspector General (OIG) Benefits Program Integrity (BPI) Administrative Assistant III reports to the BPI unit manager and performs technical and administrative assistant work for a team of investigators. The position requires the individual to be familiar with and capable of applying laws, rules and regulations governing the investigative department, as well as applicable HHS benefits programs and associated policies, such as the Texas Works Handbook. The position is responsible for assisting the investigative team with travel, scheduling, purchasing and receiving goods, maintaining supplies and inventory, processing mail and faxes, coordinating IT assistance, answering incoming calls, maintaining office space tracking and room reservations, tracking and organizing both paper and electronic investigative case files, and other administrative functions. Additionally, the BPI Administrative Assistant III may conduct case-related documentation and data entry; consult with local, state, and federal agencies, employers, and other collateral contacts regarding case records; and assist with research and follow-up related to the investigative process. The position collaborates with local District Attorneys’ offices to monitor and update case status and responds to requests for information from both internal and external stakeholders, including law enforcement entities. The position is responsible for protecting the confidentiality of case-related information; explaining rules, regulations, policies, and procedures; and only releasing information in accordance with federal and state laws and regulations, as well as applicable HHSC and OIG policies. The Administrative Assistant III assists with workload management, including the transfer of work between OIG units and with other divisions. The BPI Administrative Assistant III reviews information, completes documentation, and produces reports from BPI’s automated case management system (ASOIG) as well as other tracking and documentation systems. The position uses a variety of software applications, including Microsoft Office products, and may be required to prepare and produce documents and reports upon request or as needed; may develop or present training to staff regarding administrative duties or automated systems; develops and maintains record keeping or filing systems for the investigative unit; and is responsible for reviewing the effectiveness of unit processes and recommending modifications to improve efficiency and outcomes. The BPI Administrative Assistant III works under general supervision, with moderate latitude for the use of initiative and independent judgement, and may provide support and guidance to others or perform related work as assigned.

Requirements

Experience in conducting administrative duties, drafting correspondence, producing forms/reports, and completing data entry.
Experience with using automated systems for documentation and research.
Knowledge of HHS programmatic services and administration.
Knowledge of and ability to interpret and apply federal and state laws and rules, as well as organizational policies and procedures.
Knowledge of records administration and maintenance.
Ability to communicate effectively, both verbally and in writing.
Ability to prepare moderately complex reports.
Ability to produce documents using standard office software.
Ability to develop and maintain complex records and files.
Ability to establish and maintain effective working relationships with others.
Ability to assist with the instruction and training of others.
Ability to produce high-quality work with strong attention to detail.
Skill in handling multiple competing priorities and meeting deadlines.
Skill in developing and maintaining organizational tools, including Outlook and Excel.
Skill in operating office equipment including computers, calculator, copiers, and faxes.
Skill at providing strong customer service and successfully resolving complaints.
Current Driver’s License

Nice To Haves

Experience providing administrative support within an HHS division and knowledge of HHS programs is preferred.

Responsibilities

Performs administrative and support work for assigned BPI investigative area, including processing mail and faxes; scheduling meetings/appointments; drafting correspondence/documents; assisting with scheduling, travel, and work assignments; creating and completing tracking logs and documentation; completing forms and reports; maintaining supplies; and evaluating process effectiveness and offering solutions for improvement.
Assists with assigning work to investigators at the direction of leadership. Tracks and monitors assignments and coordinates with both internal and external personnel to help ensure that required timeframes are met. Coordinates work assignments between different OIG personnel and teams, as well as with local, state, or federal agencies or private organizations. Enters and retrieves data from multiple automated systems. May report on status and progress of information entered into logs and automated systems.
Communicates with both internal and external stakeholders to provide, exchange, or verify information; tracks status updates; and receives, refers, resolves, and responds to inquiries or complaints. Produces documents using word processing, spreadsheet, or graphics software (for example, correspondence, reports, tables, forms, handouts, emails).
Maintains records and implements and evaluates well-organized filing and documentation systems or logs for effectiveness (for example: administrative, personnel, contract, correspondence, forms, documents, purchasing, case files, tracking logs, or files/documents either paper or electronic). Includes filing, retrieving files, and purging in accordance with records retention requirements.
Assists with the development and presentation of training related to automated systems, tracking logs, and other administrative processes. Explains policies, procedures, rules, regulations, or standards to others, such as staff, applicants, clients, providers, vendors, the public, public officials, and law enforcement entities.
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.