Administrative Asst II

TX-HHSC-DSHS-DFPS•Wichita Falls, TX

3d•Onsite

About The Position

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below. The Administrative Assistant II performs responsible complex technical administrative work assisting the Commitment Office Supervisor. Maintains confidential files and tracks assignments including reports, inquiries, monitoring office activities and multitasking. This includes reviewing and disseminating information concerning agency programs and services, routine or special correspondence, reports, studies, forms, or documents. Produces essential documents using Word, Excel, and other software and evaluate the accuracy of correspondence and reports produced by managers and staff members. This individual works under general supervision of the Commitment Office Supervisor and the Assistant Director of General Psychiatric Programs and has no supervisory responsibility. Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions. The timely and accurate completion of court documents that are critical to maintaining patients’ commitment status. Duties will include careful review of all documents so that errors are minimal; tracking commitments; maintaining communication with programs regarding patients’ status and notifying appropriate personnel about hearings, maintaining contact with county liaisons, preparing Certificates of Medication Examination and Medication Applications for court. Responsible for developing, coordinating, and maintaining an extensive record keeping or filing system relating to the multiple projects within the unit ensuring compliance with all record retention schedules. The person in this position is responsible to know and comply with all relevant policies, Texas Laws of Mental Health, and procedures and safe work practices of WFSH. Although a non-clinical staff member, this position is required to always maintain professionalism. Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Requirements

Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software.
Ability to communicate orally and in writing.
Ability to implement administrative procedures.
Ability to interpret rules, regulations, policies and procedures.
Ability to plan and organize work.
Ability to keep records and make reports.
Ability to prioritize and efficiently manage multiple tasks independently.
Ability to abide by the HHSC Standards of Conduct and Work Rules.
Ability to abide by Texas Laws Relating to Mental Health
Must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure.
High school diploma or GED.
At least one (1) year of continuous clerical experience.
Experience using Microsoft Office Products.

Responsibilities

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Complies with Commitment processes and in doing so, carefully, accurately, and expeditiously completes, reviews, types, and files court documents according to specified time frames.
Ensures compliance with HIPAA regulations by safeguarding patient health information and maintaining confidentiality in all communications, records, and data handling.
Updates commitment status and patient movement in electronic medical record, the Commitment Office spreadsheets, and data spreadsheets as assigned.
Ensure that documents are filed in such a manner as to be appropriately accessible and secure. Ensures that established patterns of notification and communication both within and outside of the hospital allow necessary information to be available to those who need it.
Establishes and maintains a positive rapport with coworkers, individuals served, families, guardians, WFSH staff, court personnel, and all visitors or off campus personnel.
Ensures that court hearings can proceed efficiently by staying on schedule and provide advanced notice of court hearing dates to the appropriate parties.
Maintains required training without prompting identified time frames, seeks additional training opportunities.
Assignments are accurate and complete by request date.
Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Benefits

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

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