LTCR Regional Administrative Assistant IV

TX-HHSC-DSHS-DFPS•Austin, TX

1d•$3,979 - $4,837•Onsite

About The Position

Serves as administrative assistant to the Regional Director providing executive level administrative and staff support. Facilitates written and verbal communication to and from the RD with all levels of staff within the region, department, and with external entities. Performs coordination and liaison functions for a wider range of issues and activities. Coordinates and tracks administrative assignments and activities. Researches, prepares, and presents a broad variety of complex reports, correspondence, presentations, and other documents related to program administered by Health and Human Services (HHSC). Manages and/or coordinates special projects on behalf of the Regional Director. Makes travel arrangements; prepares travel vouchers; schedules meetings and rooms; orders supplies; answers telephones; distributes mail; and works on special assignments. Performs advanced (senior-level) administrative support or technical program assistance work. Work involves coordinating the dissemination of information, developing filing systems, and coordinating internal administrative support work. May supervise the work of others and provide training to other regional administrative assistants. This position serves as the lead administrative assistant in the region. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Requirements

Ability to perform complex tasks related to Federal & State rules and standards while maintaining attention to detail.
Ability to quickly comprehend frequent technical changes.
Ability to learn and maintain knowledge of the Long-Term Care Integrated computer system and regional Survey Management System.
Knowledge of office practices and administrative procedures.
Skill in standard office equipment and software.
Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively, and to train others.
Ability to identify and devise solutions to operations problems.
Ability to maintain effective, positive working relationships with internal and external stakeholders.
Ability to communicate effectively orally and in writing.
Ability to work effectively independently.
Ability to maintain a high level of confidentiality.
Knowledge and experience with computers.
Ability to answer telephone calls, refer callers to appropriate staff, take messages, and answer basic questions.
Ability to implement administrative procedures and to evaluate their effectiveness.
Ability to interpret rules, regulations, policies, and procedures.
Ability to communicate effectively, train others, and supervise the work of others.
1 year of experience as an Administrative Professional.
Experience with Word, Excel and Access
Experience in compiling and analyzing data.
Experience in monitoring and maintaining records using spreadsheet and database applications.
Experience in preparing monthly reports.
Experience with interpreting and understanding policies and procedures.
Experience with prepares and proofreads correspondence, forms, or other documents (for example, letters, memos, travel or purchase vouchers, job announcements) using a personal computer or typewriter.
Experience maintaining records, files, or logs (for example, administrative, personnel, contract, correspondence forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.

Nice To Haves

Ability to travel occasionally for activities such as out-of-town meetings or training sessions. The job requires 25% travel, with most travel during the day.
May require occasional work outside of normal business hours of 8:00am – 5:00pm to meet regional business needs.
All applicants must pass a fingerprint criminal background check.
If you are offered and accept the position, you will not be permitted to continue employment at any HHSC regulated facilities or providers. You will be required to disclose any potential conflicts of interest, secondary employment, volunteer activities, and friends/family who own, operate, or work at regulated providers.
If you are an active or former licensed nursing facility administrator, certified nurse aide, or medication aide, hiring will be pending until professional licensing and Employee Misconduct Registry checks are completed.
Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.
In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form
This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.

Responsibilities

Contributes to the effective and efficient operations of the region office by performing administrative functions assigned by the Regional Director.
Prepares and disseminates information concerning agency programs, procedures and appropriately distributes complaints and/or appeals to the correct person.
Prepares and distributes correspondence, reports, forms, and documents as assigned by the Regional Director.
Performs administrative functions including tracking assignments, schedules, and coordinating meetings; typing, composing, documenting meeting minutes, and proofreading correspondence, forms, letters, and memoranda for accuracy.
Maintains copies of all purchase vouchers and/or forms signed by the Regional Director and maintains for tracking purposes (reimbursement for renewal of professional registration fee, travel reimbursement, contract/application for advance travel, corporate card, 4186, etc.)
Manage and maintain schedules and travel arrangements for the Regional Director or designee and program and administrative staff as needed.
Maintains strict confidentiality of all administrative and program information.
Maintains filing, records keeping, and records management systems.
Performs general office duties such as ordering supplies, performing basic bookkeeping work, assisting with general human resources work.
Acts as a Lead Administrative Assistant for the unit, which requires coordination with all other Administrative Assistants to ensure continuity within Regulatory Services and providing training.
Is responsible and accountable for state-issued credit card purchases on assigned card and complies with all procurement card policies and procedures, reconciles statements of CBA billing and ensures timely reconciliation to State Office.
Responds to inquiries regarding rules, regulations, policies, and procedures.
Plans meetings, conferences, and seminars.
Participates in planning and execution of agency programs.
Compiles and enters data for charts, graphs, databases, summaries, or reports.
Assists in the development of administrative or technical assistance policies and procedures.
Provides assistance with answering phones, routing incoming calls and taking messages and communicates with internal and external customers in a professional and courteous manner.
Researches, compose, design, or edit publications such as brochures, forms, and manuals.
Performs related work as assigned.