Application Specialist

TX-HHSC-DSHS-DFPS•Austin, TX

2d•$5,403 - $6,779•Hybrid

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. 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. Explore more details on the Benefits of Working at HHS webpage. Under the supervision of the Architectural Review Unit (ARU) Manager, the Program Specialist IV independently oversees the coordination and the operational planning for both federal and state surveys and complaints, is primarily responsible for processing and distributing both inspection statement of deficiencies reports and survey reports and creating survey templates, and reconciling financial fees as it relates to general and special hospitals, limited services rural hospitals (LSRH), private psychiatric hospital and crisis stabilization units (PPH&CSU), ambulatory surgical centers (ASC), end stage renal dialysis (ESRD) facilities, and freestanding emergency medical care (FEMC) facilities within the multiple licensing programs of the Architectural Review Unit. This position consults licensees and trains staff on both the federal and state processes and collaborates with Unit Manager on inefficient operations and develops steps for operational improvement. Monitors, reviews, and analyzes technical patterns and trends to determine potential for realignment, adjustments, and streamline service delivery. This position performs complex technical assistant (senior level) work and complex consultative services. Works under minimal supervision with considerable latitude for the use of initiative and independent judgment.

Requirements

Proficient in Microsoft Word, Outlook, TEAMS, SharePoint, Excel programs, and PowerPoint; preferred knowledge in Salesforce and Access software.
Proficient in effective verbal communication and composing and editing high level written documents with accuracy.
Knowledge of Health and Human Service programs and related local, state, and federal laws and regulation.
Knowledge of quality improvement practices and office practices and administrative procedures.
Skill in assessing, planning, implementing, evaluating, and managing complex projects and initiatives.
Skill in delegating tasks, prioritizing their workload, and monitoring the output.
Skill in effectively facilitating productive meetings and training others.
Ability to work tactfully and diplomatically with an interdisciplinary team and with external groups to foster an environment of continuous improvement and maintain effective working relationships.
Ability to work independently without close supervision and perform with a high degree of diligence and correctness.
Valid Class C (or higher) Texas driver’s license or equivalent license from another state.
Graduation from an accredited four-year college or university, however work-related experience in similar duties may substitute for the required degree on a year-to-year basis.
Experience in the use of Microsoft Word, Excel, Outlook, PowerPoint, and virtual meeting software programs.
Experience preparing and proofreading administrative reports, studies, or specialized projects.
Valid driver’s license required.

Nice To Haves

preferred knowledge in Salesforce and Access software.

Responsibilities

Coordinates and assigns federal and state surveys and complaints to surveyors and inspectors.
Creates and disseminates the survey templates to surveyors and inspectors, and creates the survey kits in ASPEN and iQies for surveyor’s use.
Monitors and evaluates the inspector’s survey progress and creates written reports with graphs of their performance measures.
Oversees the life safety survey’s statement of deficiencies, plan of corrections documentation, the data entry of surveyors, and the close out procedures.
Reviews written surveys for accuracy, completeness, and compliance with the rules and policies.
Monitors deadlines based on their degree of jeopardy and tracks survey and complaints status to assure compliance within regulatory time frames.
Develops life safety survey tracking procedures, policies, and forms.
Processes and disseminates correspondence regarding inspection statement of deficiencies to the stakeholders.
Compiles, reviews, proofreads and edits architectural correspondence for both state intermediate and final construction inspection reports.
Creates monthly and yearly reports with graphs of inspection counts and survey counts and distributes the reports to HHSC upper management.
Reconciles application and inspection payments.
Processes deposit corrections for fees assigned to the incorrect budget.
Liaison between HHS fiscal department and stakeholders regarding missing and incorrect fees.
Reviews incoming Accounts Receivable documents.
Provides high-level consultation and technical assistance to stakeholders regarding life safety surveys.
Attends survey meetings with HHSC Health Complaince Unit.
Develops and distributes educational resources for improved life safety surveys and conducts training presentations for internal staff on data entry in the federal portal systems regarding technical surveying processes.
Analyzes the survey delivery system to identify gaps in resources, computer software systems and training.
Assists other staff in completing administrative and technical work to reduce backlog, including but not limited to closeout of non-active applications, retrieving plan of corrections from stakeholders, and phone coverage to log and distribute incoming calls and emails.
Maintains current knowledge in relevant areas as evidenced by working knowledge of applicable standards, rules and techniques.
Attends workgroup meetings.
Completes special assignments as assigned by Unit managers.
Performs other duties as assigned for smooth daily operations and management objectives.
Maintains effective working relationships being tactful and professional within our interdisciplinary team and with external groups to foster an environment of continuous improvement.
Actively participates and serves in a supporting role to meet the agency’s obligations for disaster response, recovery, and Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment, location, or both.