Credentialing and Registry Enforcement Administrative Assistant IV

TX-HHSC-DSHS-DFPS•Austin, TX

1d•$3,248 - $4,837•Onsite

About The Position

Serves as the unit’s Administrative Assistant to the Nursing Facility Administrator (NFA); Nurse Aide (NA) Enforcement; Medication Aide (MA) Enforcement; Employee Misconduct Registry (EMR); licensed Chemical Dependency Counselor (LCDC); Council on Sex Offender Treatment (CSOT); and Child Care Regulation Administrator (CCRA) Enforcement Programs. Performs administrative duties to include answering the telephone, refers callers to appropriate staff, takes messages, and answers basic questions. Enters and tracks data for the team, conducting technical reviews of all reports in computer tracking system, and communicates with the team for appropriate disposition. Responsible for preparing, processing, and distributing federal and state enforcement notification letters and reports as mandated. Prepares and distributes documents upon request. Works under general supervision of the Director of Credentialing and Registry Enforcement and Program Specialist Team Lead, with moderate latitude for the use of initiative and independent judgment.

Requirements

Two years’ previous experience working in an office setting with responsibilities similar to answering phones, referring callers, taking messages, maintaining and monitoring files, and drafting reports.

Nice To Haves

Experience working with a regulatory program preferred.

Responsibilities

Performs administrative support work for the unit, including deadline coordination for unit; scanning, copying, mailing, faxing, and preparing letters or special reports.
Assists with the referral processes for all CARE Programs; ensures referrals meet requirements; ensures all referrals received are tracked/processed timely.
Maintains and updates electronic files for all of CARE programs, including scanning, organizing, uploading, and uploading files into the shared drive.
Maintains multiple databases for the CARE Unit and assist in the referral process for all CARE Programs.
Monitors CARE mailboxes to track incoming referrals, follow up on inquiries, and elevates concerns to applicable program staff.
Updates CARE referral logs.
Schedules and coordinates meetings and drafts meeting minutes.
Communicates with others internally and externally to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
Conducts technical review of all survey and investigation documentation to ensure accurate preparation of all forms, supporting information, narratives, and reports.
Ensures all documentation complies with state and federal requirements.
Makes corrections and communicates with Program Specialist to ensure compliance.
Processes all state and federal enforcement actions within required time frames.
Prepares technically accurate state and federal reports, notification letters, and penalty notifications.
Determines appropriate distribution for all actions to meet federal and state requirements.
Enters critical information into databases regarding recommendations and activities to provide accurate data for required internal and public reporting processes.
Prepares monthly statistical reports for all credentialing programs, including: Nursing Facility Administrator (NFA); Nurse Aide (NA) Enforcement; Medication Aide (MA) Enforcement; Employee Misconduct Registry (EMR); licensed Chemical Dependency Counselor (LCDC); Council on Sex Offender Treatment (CSOT); and Child Care Regulation Administrator (CCRA); Workload; and open records disclosure.
Assists in the development of administrative or technical assistance policies and procedures.
Performs other duties as assigned.