Administrative Asst II

TX-HHSC-DSHS-DFPS • Arlington, TX

1d • $2,694 - $3,320 • Onsite

About The Position

Under the direct supervision of the HIV/STD Program Supervisor, the Administrative Assistant II (AA II) will perform general office responsibilities, including but not limited to - administrative, clerical, and technical. Responsible for answering telephones to provide the necessary information concerning STIs to the public in general. Responsible for sorting and analyzing incoming STD laboratory reports, provide disease matching record searches, and data entry of STD laboratory reactors into the TB, HIV, STD Integrated System (THISIS), and CMIS database. Ability to build explain HIV/STD state reporting guidelines and procedures to private and public healthcare agencies. Work outcomes help gather and organize surveillance data to ensure accurate information is included in regional, state, and federal reports. Provides program support to encompass roles and services that assist in the planning, administration, and delivery of public health services, whether in professional, educational, or social contexts for the HIV/STD program. Maintain HIV/STD program files and electronic resources following the state records retention schedule. Maintains confidentiality in all aspects of duties. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions to include participating in outreach events and performing provider and lab visits. Member of the Incident Command Structure in response to public health emergencies. Must comply with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards. This position is office-based, Monday-Friday, 8:00 am – 5:00 pm.

Requirements

• One year of working experience with data and spreadsheet management in public health, community-based work, population-based initiatives, or community coalition programs.
• Graduation from high school or equivalent.
• Documented computer experience and Microsoft Office products (Excel, Outlook, Teams, etc.) use.
• The application documents the ability to independently travel 10% of the time to complete essential job functions.
• Must possess a valid Class C Texas driver’s license, or equivalent from another state, reflecting an acceptable driving record following Fleet Operations and Management & Procedures.
• Must be legally authorized to work in the U.S. without sponsorship.
• Knowledge of office practices, procedures, systems, and equipment.
• Knowledge of fundamentals of federal, state, and local rules and regulations governing the reporting and control of STD’s, HIV, and AIDS.
• Knowledge of Centers for Disease Control and Prevention HIV/STD guidelines STD and HIV testing, treatment, and reporting guidelines, policies, and laws; communicable disease surveillance; confidentiality laws and HIPAA guidelines.
• Skill in organizing and writing reports using standard English grammar and professional business writing style.
• Skill in data entry and word processing.
• Skill in developing and maintaining accurate filing systems.
• Skill in building and maintaining professional relations.
• Skill in use of word processing (Word), database (Access), spreadsheet (Excel), electronic mail (Outlook), and presentation (PowerPoint) software and personal computer in a network environment.
• Ability to maintain effective working relationships with internal and external partners using tact and diplomacy.
• Ability to work independently exercising sound judgment, use time management strategies to maximize work productivity to meet deadlines, and maintain confidentiality.
• Ability to initiate and complete complex, goal-oriented independent projects, and task with little or no supervision.
• Ability to adhere to federal, state, and local laws, rules, regulations, and confidentiality guidelines governing the reporting and control of STD’s, HIV, and AIDS.
• Ability to abide by Texas Department of State Health Services and Health and Human Services Guiding Principles, Code of Ethics, Standards of Conduct, Universal Expectations, Policies and Procedures.
• Ability to work effectively with and influence medical professionals (i.e., physicians, nurses, laboratory technicians, and other health professionals).
• Ability to independently travel throughout the State of Texas and out-of-state to complete essential job functions.
• Ability to work in an office-based setting Monday-Friday, 8:00 am – 5:00 pm.

Nice To Haves

• An associate degree with major coursework in public health, or a related field required preferred.

Responsibilities

• Review incoming STD laboratory and medical reports on gonorrhea, and chlamydia, following DSHS HIV/STI surveillance guidelines.
• Serve as a back-up to the administrative assistant III to review & process the syphilis reports.
• Review reports to decide if information should be added to THISIS per DSHS HIV/STD Program Operating Procedures and Standards - Chapter 8, HIV/STI Surveillance.
• Ensure reports are complete, up to date, and have accurate diagnostic status.
• Create a work plan to contact providers for missing demographic information, diagnostic status, and STI testing or treatment.
• Prioritize all cases needing public health follow-up and forwards them for investigation.
• Enter or load data into GlobalScape, THISIS, and CMIS.
• Adhere to all requirements for handling protected health information, including CDC and local security rules and program procedures.
• Independently travel throughout PHR 2/3 to perform essential job functions.
• Work the THISIS workflows applicable to the AA II.
• Establish and maintain professional relationships with healthcare agencies.
• Provide reporting schedules and updated documentation used by our agency.
• Conduct in-person follow-up visits with healthcare providers, laboratories, and agencies.
• Work closely with HIV/STD programs within the state to ensure proper reporting and disease investigation for out-of-jurisdiction reactors received by our program.
• Communicate with internal and external customers by telephone, email, letter, and fax.
• Manage calls by providing information, connecting callers with staff, documenting detailed messages, and following up for resolution.
• Work with program staff to compose, design, and edit program related presentations according to DSHS guidelines.
• Maintain and file the gonorrhea, chlamydia and syphilis lab documents systematically, keeping them secure, and ensuring they’re easy to retrieve.
• Completes the retention schedule, and along with other staff conducts the internal destruction of records (paper and digital filing).
• Manages the DSHS PHR2_3 HIVSTD inbox for incoming faxes by reviewing, distributing, and notifying staff of documents received.
• Reviews workflows on a daily and weekly basis in THISIS to monitor imports, assignments, tasks assigned to the program and import trends.
• Notifies program supervisor or program manager of identified surveillance import issues, patterns, identified reporting lapses, issues with data accuracy and compliance with reporting regulations or incorrect data entry.
• Provides support during community screening events.
• Presents to regional staff on administrative processes and best practices such as the reporting and surveillance process for the region.
• Participates in regional assignments/duties/special initiatives.
• May be required to work other than normal business hours to respond to public health emergencies; actively participate and/or serve in a supporting role to meet the agency's obligations for disaster response/recovery/Continuity of Operations (COOP) activation- requires completion of at least ICS 100,200, 700 and 800 and may require an alternate shift pattern assignment and/or location.
• Maintain compliance with DSHS Policy, Fleet Operations, management and Procedures and Standards, and a current valid Texas Driver's License.
• Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job function.

Benefits

• 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: Mid Level
• Education Level: High school or GED