Clerk III

TX-HHSC-DSHS-DFPS • Austin, TX

1d • Onsite

About The Position

Clerk III performs highly complex (senior-level) clerical work for the Congenital Syphilis program under the supervision of the Congenital Syphilis Manager. This position will be responsible for providing administrative and clerical support, including answering standard inquiries about policies and procedures, assisting the public and staff with forms, and delivering information by phone or mail. Duties include performing basic calculations, preparing charts and tables, searching public records, and managing files, materials, and supplies. Reviews and reconciles documents for accuracy, coordinates surplus property activities, and conducts inventories. Supports receptionist and switchboard functions, recommends improvements to forms or records, and works under limited supervision with moderate latitude for independent judgment. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Requirements

• Knowledge of office procedures; spelling, punctuation, and grammar; arithmetic business or program terminology, methods, and procedures.
• Knowledge of professional records and information management theory, best practices, principles, standards, technologies, and requirements.
• Knowledge of the sections and unit’s services and operations and the records, data, and information systems that support them.
• Knowledge of departmental practices, policies, and procedures.
• Knowledge of local, state, federal guidelines, laws, and regulations related to records and information management including PHI, PII, ePHI, and HIPPA.
• Skill in the use of a computer and office equipment.
• Skill in implementing records management systems.
• Skill in multi-tasking and prioritizing job duties.
• Skill using computers and standard desktop software applications.
• Skill in oral and written communication.
• Ability to prepare and maintain records, files, and reports; to transfer stock from one location to another; and to communicate effectively.
• Ability to make arithmetic computations. Ability to work with all levels of staff
• Graduation from a standard high school or equivalent but college preferred. Experience may be substituted for the required education on a year-to-year basis.

Nice To Haves

• Three years’ experience with records management, information systems, process analysis or related experience, preferred with a Texas state agency.
• Experience developing and maintaining records retention schedules, policies and procedures, preferred with a Texas state agency.

Responsibilities

• Identify and retrieve records from medical offices, hospitals, police departments, medical examiners, and others as it relates to congenital syphilis in Texas. Organize and catalog record requests and records that are received in accordance with state and departmental statutes. Follow-up with agencies for records as needed.
• Manages the scanning and electronic storage of medical and other records in accordance with HIPPA; PHI; and ePHI regulations with administrative support with the management of confidential records. Process and sort records according to departmental standard operating procedures. Ensures the proper destruction of physical and electronic records. Conduct inventories of physical and electronic records by tracking requests, receipt, and destruction of records based on departmental timelines. Coordinates the secure removal of physical records.
• Works in close collaboration with other Congenital Syphilis Epidemiology and Surveillance team staff to exhaust all opportunities for record retrieval and provides input on the completeness of case investigation for the Congenital Syphilis team. Provide regular updates on simple calculations including the number of records received, the time elapsed between initial request, follow ups, and records receipt. Provide input on novel methods to identify and retrieve records.
• Maintains and provides input on standard operating procedures related to records request and storage. Recommends modifications to records request templates, phone scripts, storage methods, and standard operating procedures. Reviews and reconciles discrepancies or inconsistencies in case pipeline summaries, records request forms, records from external agencies, and similar documents.
• Performs other duties as assigned including but 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. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements

Benefits

• DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees