Administrative Assistant

TX-HHSC-DSHS-DFPS • McAllen, TX

112d • Onsite

About The Position

Under the direction of Program Supervisor IV, performs complex and routine administrative and technical assistance for Regional Social Work, Case Management, Children with Special Health Care Needs (CSHCN), Personal Care Services (PCS), Community First Choice (CFC), Texas Health Steps, and Newborn Screening Programs (NBS). Develops and maintains program filing systems. Enters and retrieves data from information systems, and prepares routine and special reports including weekly and monthly reports and submits reports by time deadlines. Performs technical and administrative program support work. Assists program administrators and case managers
with program needs such as customer service, correspondence, data entry, provider relations, eligibility functions, health fairs, program surveys, and answers phone systems. Effectively communicates program services and/or changes to consumers. Receives and directs client complaints and inquiries from other entities. Supports assigned Social Work, Case Management and Provider Relations staff in preparing for presentations. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Requirements

• Knowledge of efficient and effective office practices and administrative procedures.
• Knowledge of and understanding of TDSHS confidentiality policy.
• Knowledge of TDSHS record retention guidelines, policies and procedures.
• Knowledge of policies and procedures related to Specialized Health & Social Service programs, including CSHCN, CPW, NBS, PCS, and THSteps.
• Skill in the use of electronic data and word processing equipment and software including CMIS, Windows, Outlook, TWICES, Internet, e-mail, Access, Microsoft Word, PeopleSoft, and Medicaid inquiry (Phoenix).
• Skill in typing, filing, planning, organizing, data collection, and reporting.
• Ability to learn, interpret, and apply complex and frequently changing program rules, policies, and procedures.
• Ability to communicate effectively verbally, including public speaking, and in writing.
• Ability to establish and maintain effective working relationships with supervisor, co-workers, clients, and community providers.
• Ability to interact with the public in a professional manner, in English and in Spanish.
• Abiliity to sort, collate, and move boxes of case records weighing up to 35 pounds.
• Must have a valid driver's license in good standing.
• Must specify minimum 2 years’ experience working with MS Office suite, specifically Word and Excel; must specify on application that applicant is able to type a minimum of 60 WPM

Responsibilities

• Administrative Support Services-Provides administrative and technical support services for assigned staff related to Social Work, Case Management, CSHCN, THSteps, PCS, and NBS programs. Responsible for the oversight of related program data, processing, and the maintenance of program information systems (TWICES, IBIS). May develop administrative procedures, standards, and methods; interpret administrative policies; and review and evaluate work content for the purpose of developing effective administrative practices and implementing policies that contribute to the improvement of services provided by the programs. May complete weekly and monthly reports and submit reports by time deadlines. Provide any other support to Social Work, Case Management and THSteps staff.
• Customer Service-Provides information and referral services to consumers. Assists program manager, supervisors, and case managers in providing technical assistance to service providers, external program customers and internal DSHS programs. May coordinate work with other governmental agencies and private organizations. May interview families to assist with program eligibility functions (CSHCN). Provides friendly and professional customer service to consumers, program providers, program contractors, and the public in general. May assist in coordinating and conducting health fairs. Effectively communicates program services and/or changes to consumers. Answers program telephone systems and directs customers to appropriate source in a professional and courteous manner. Assists program manager with program needs such as customer service, eligibility functions, health fairs, program surveys, and provider assistance.
• Record Retention- responsible for regional program record retention system. Receives, identifies, and labels closed case management, eligibility and PCS files for appropriate record retention and storage. Provides training to field units on record retention policies and procedures, conducting site visits for training, auditing and assisting administrative support staff in field offices as needed.
• Marginal Function-Attends staff meetings and program trainings. Performs other duties as assigned. Assists in responding to public health needs including but not limited to: disease outbreaks, biological, environmental and weather emergencies. Attends educational/training sessions that extend and enhance effective performance, personal and professional growth and trains other personnel as assigned. On an as-needed basis, assists with response and/or recovery efforts based on employee's subject matter expertise and/or experience.

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: No Education Listed
• Number of Employees: 1,001-5,000 employees