Administrative Asst III

TX-HHSC-DSHS-DFPS•Austin, TX

7d•Onsite

About The Position

Works under the general supervision of the Manager of the Laboratory Reporting Group with moderate latitude for the use of initiative and independent judgment. Performs complex administrative support and technical assistance work in planning, directing and coordinating activities for the Laboratory Reporting Area. Provides direct assistance to customers’ inquiries by dissemination of complex technical information via direct contact, telephone or Email. Develops, coordinates and maintains record keeping and filing systems and prepares for archival to the State Library. Coordinates and submits office supplies orders as scheduled. Monitors and distributes patient test result requests from Healthcare Professionals, maintaining equal distribution to the six Customer Service Representatives. Monitors turn-around-time for all phone/fax/Email requests. Prepares, edits Standard Operating Procedures for Manager review. As well as distribute final versions for staff review upon completion. Retrieves original submission for patient demographic correction requests. Records factor on Quality Assurance spreadsheet. Assists Reporting Group Manager on special projects, training sections and other duties as assigned. Must be able to work Saturday’s and/or State Holidays determined by the agency or supervisor. Supports the creation of a laboratory-wide safety culture by serving as a liaison to the Safety Office to ensure a healthy and safe workplace.

Requirements

Must be able to handle the demands of a fast-paced office with constantly changing demands and priorities.
Knowledge of generally accepted modern office administration, policies and procedures.
Knowledge of office procedures; of state archival procedures
Knowledge of and ability to work with confidential medical records/files/information.
Skill in the use of computer and office equipment
Skill in answering phones and responding to all requests according to area and laboratory policy.
Skill to perform task with a high degree of accuracy and attention to detail.
Skill in basic computer functions such as retrieving data and researching pennant material or archived documents.
Ability to follow written and oral instructions.
Ability to work cooperatively in a team setting.
Ability to communicate and interact effectively with members of the public; to respond to public inquiries in a timely manner.
Ability to work in a professional customer service environment is required.
Ability to prioritize work, manage time effectively and meet deadlines.
Ability to use initiative and independent judgment within established deadlines.
Ability to prepare and maintain records
Ability to implement administrative procedures; to interpret rules, regulations, policies and procedures; to communicate effectively and train others

Responsibilities

Performs complex administrative support for the Laboratory Reporting Group while maintaining quality customer service in all interactions. Receives and responds to telephone calls and written inquiries from health care providers and facilities regarding patient results in a positive and professional manner. Answers emails and phone calls, routes incoming calls, and works with walk-in laboratory staff to locate submission forms and test results. Monitor fax machines for incoming correspondences and for completion and tracking turn-around time. Exercises tact, discretion, and judgment. Provides accurate information directly from applicable statutes and rules. Maintains confidentiality of program information.
Develops, coordinates and maintains record keeping and filing systems and prepares for archival to the State Library. Submit request of retrieval of archival box as needed to review correction request or request from Lab Accounting. This work includes maintaining naming conventions on the share drive and assisting team managers in maintaining files and record keeping.
Ensures Standard Operating Procedures have current versions available to LRG, disseminates information to staff, and monitor due dates of required revision in Media Lab. Notify Manager and Team Supervisors when revisions are due. Assists in planning, writing and participating in the preparation of reports, correspondence and/or other documents. Coordinates meetings and interviews as directed by manager.
Prepares office supply order and ensures necessary supplies are available for staff. Coordinates arrangements for repairs and/or service of printers. Serves as back-up for assigning submitter numbers/updating submitter information into three Laboratory Information Management Systems (LIMS). Assists Reporting Group Manager on special projects, training sections and other duties as assigned.
Safety Coordination: Collaborates with the Safety Office and serves as the Group’s Safety Coordinator. Enforces safety policies and participate in Safety Coordinator/Safety Committee meetings, CDC online trainings, and trainings organized by the Safety Office. Collaborates with Group Manager and/or Team Leaders to monitor compliance and identify safety issues. Conducts Lab Reporting specific safety training for current and new employees as well as new procedures. Ensures continual observation of area to minimize the risk of job-related activities and monitors operations to eliminate hazardous activities. Requests information and clarification on safety requirements from Safety Office prior to changing or implementing new procedures. Ensures the required safety and health documents, periodic inspections of all safety equipment, and other safety measurements are complete and up to date. Assists Safety Office in accident investigation and proposes corrective actions.
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. Supports the creation of a laboratory-wide safety culture by serving as a liaison to the Safety Office to ensure a healthy and safe workplace.

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume