Administrative Asst III - Incident Management

TX-HHSC-DSHS-DFPS • Brenham, TX

21h • Onsite

About The Position

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence.

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

The Administrative Assistant is hired and reports directly to the Director of Incident and Risk
Management. Performs moderately complex administrative support and/or technical program
assistance work, but not limited to: Disseminating information, monitoring deadlines and assignments.
typing/composing of general correspondence/reports, maintaining a filing system, and calendar for all
appointments for the Director of incident and Risk Management; taking dictation for meeting Minutes as
necessary; responds to emails and telephone inquiries and routing as necessary or taking messages,
greeting visitors and directing appropriate staff. Manages and maintains travel arrangements.
Maintains all records and the disposition of allegations of abuse, neglect or exploitation involving
residents of Austin State Supported Living Center in accordance with ICF/IDD Regulations, HHSC
departmental rules, the MOU with the Texas Department of Family and Protective Services (DFPS)
and policies developed by Austin State Supported Living Center. This position works under general
direction with considerable latitude for the use of initiative and good judgment. Performs other duties as
assigned.

Requirements

• Skilled in proofreading and editing correspondence for grammar and clarity.
• Skill in using Microsoft office Word, Excel, email, and Access computer programs, printers/fax/multi line phones
• Ability to accurately and clearly understand and interpret pertinent rules/policies and procedures
• Ability to communicate effectively orally and in writing
• Demonstrated commitment to facility mission and service/workplace values
• Ability to organize, coordinate and prioritize routine and complex tasks.
• Ability to establish and maintain effective working relationships with staff, clients, parents and others in the work context.
• Ability to understand the importance of confidentiality
• Graduation from a standard high school or equivalent, plus 2 years’ experience working for senior level management in an administrative support position.
• Skilled in the use of standard office equipment (personal computer, printer, telephone, fax, copier). Skilled in the use of MS Word, Excel, & Outlook.

Responsibilities

• Attends work on a regular basis and may be required 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.
• Monitors emails, deadlines and assignments.
• Prepares agendas and takes dictation for meeting minutes.
• Coordinates travel arrangements for the Incident Management Department
• Schedules Off Campus Trainings for Investigators.
• Maintains records, files and/or logs including filing, retrieving, and/or purging according to state and local policies.
• Coordinates/tracks investigation recommendations assignments/activities and ensures responses to action is documented and filed in the case files
• Daily data entry into local and state databases.
• Monthly reconciliation and reporting of ANE case information.
• Communicates on a complex level with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
• CANRS Excel spread sheet will be completed on a regular basis and be kept up to two weeks prior to actual date.
• Letters (confirmed/unconfirmed, etc.) will be completed and delivered by hand to all staff who were named an Alleged Perpetrator in all cases. These letters will be kept present within two weeks after the case closure by the IM team.
• ANA1's will be completed and placed inside the case file within three weeks of the close of the case.
• All REC documents will be placed into their case within a week of receiving.
• 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 recover or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED