Administrative Assistant IV

Texas Health & Human Services Commission•San Antonio, TX

3d•$3,979 - $4,837•Hybrid

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. This position performs highly complex administrative and technical support work under limited supervision, exercising independent judgment, initiative, and decision-making authority within established policies and procedures.

Requirements

Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software.
Skill in answering questions from the general public and providers.
Knowledge of records management, document control, customer service, confidentiality, and secure handling of sensitive information.
Skill in preparing and proofreading professional correspondence, reports, forms, and notices.
Skill in accurate data entry, tracking, reconciliation, and use of Microsoft 365 and assigned workflow systems.
Ability to organize concurrent assignments, monitor deadlines, identify discrepancies, follow written procedures, exercise sound judgment within assigned authority, and communicate effectively with agency staff, regulated entities, government partners, and the public.
Ability to prioritize competing workloads, maintain accuracy in a high-volume environment, analyze information for completeness and consistency, and meet regulatory deadlines with minimal supervision.
Experience preparing routine and special correspondence, memoranda, reports, and forms, including confidential materials, using word-processing software and standard office equipment.
Experience performing administrative or technical program support in a high-volume office environment.
Experience entering, validating, tracking, or reconciling information in electronic databases or workflow systems.
Experience managing multiple assignments with competing deadlines and maintaining accurate records.
Applicants must clearly describe relevant experience in the employment history section of the application.
Applicants should list all software and databases used in the summary of job experience.

Responsibilities

Performs complex technical assistance for the agency.
Processes paperwork for applications for new and existing providers and changes of ownership.
Processes regulatory survey paperwork from validation surveys, resurveys, initial surveys, complaint investigations, follow-up visits, and expansions, in compliance with state and federal requirements.
Contacts facilities regarding proof of correction to Statements of Deficiencies provided after the survey.
Collaborates by telephone and email with federal partners to complete processing tasks.
Conducts data entry in state and federal databases, including the Automated Survey Processing Environment (ASPEN) and IQIES.
Performs data entry for regulatory activities, including validation surveys, resurveys, initial surveys, complaint investigations, follow-up visits, expansions, changes of address, changes of status, and changes of information.
Collaborates with state and federal partners to complete these tasks.
Conducts inquiries in the federal database in response to supplier requests for certification information.
Retrieves appropriate reports needed to respond to departmental information requests.
Monitors work as necessary in TULIP, ACTs, IQIES, and SharePoint.
Enters, validates, and reconciles information in assigned systems and escalates material discrepancies through established procedures.
Assist with team schedule updates.
Track and monitor all incoming and outgoing surveys conducted.
Create and analyze monthly workload reports.
Represents the department by providing information in response to inquiries and collaborating with customers, other state agencies, and federal partners by telephone, email, and mail.
Responds verbally and in writing to inquiries and requests from public officials, regulated health care facility providers, and health care consumers regarding regulated facilities, using word-processing software or email such as Word and Outlook.
Receives, documents, routes, tracks complaint information in accordance with established procedures, including referral of matters outside state jurisdiction to the Centers for Medicare & Medicaid Services (CMS), as applicable.
Handles confidential or sensitive information in accordance with agency policy and applicable law.
Maintains record-keeping and filing systems, both paper and electronic.
Ensures compliance with state and federal retention requirements.
Purges documents as they reach the end of their retention period.
Maintains regulatory program policies and procedures.
Processes incoming and outgoing mail.
Coordinates the authorized disposition of records in accordance with approved retention schedules and agency requirements and agency direction.
Provides training and technical support to other staff members, with emphasis on the regulatory program’s daily activities.
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Duties may include actively participating in or serving in a supporting role during disaster response, recovery, or continuity of operations activities.
Performs special projects and administrative assignments as directed, including support for regulatory initiatives, data-reporting activities, Hospital Price Transparency reviews, agency workgroups, staff conferences, and other operational priorities.