Clerk III

TX-HHSC-DSHS-DFPS•San Antonio, TX

12d•Onsite

About The Position

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below. The Clerk III performs advanced secretarial work for the Program. The Clerk III works directly under the supervision of the Program Director. Work involves latitude for decision-making in carrying out administrative phases of the work, such as answering correspondence, preparing court documents and reports, reviewing mail, providing information and instructions to personnel, and performing advanced clerical duties. Work involves performing specialized tasks requiring knowledge of and use of a computer and its programs. Exercises vigilance in maintaining confidential files and reports, tact in receiving visitors, and judgment in assembling and organizing information for the supervisor, and responsible for backup of secretarial tasks of the unit. Exercises initiative and judgment in determining individual methods and practices for work situations. The Clerk III provides administrative assistance to the Program Director with tasks that involve tracking and monitoring programmatic data, preparing technical reports and information, and assumes responsibility for ongoing assignment of new tasks that involve data collection and monitoring of patient census/admissions/discharges. Responsible for training and supervision of the positions within their chain of responsibly. Performs other duties as assigned, including but are not limited to actively participating and/or serving in a support role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. The position or job tasks may require an alternate shift pattern assignment and/or location, as needs of the hospital require.

Requirements

Knowledge of office procedures and advanced clerical duties.
Knowledge of Policies & Procedures relevant to NTSH hospital administration and management to include those at state, agency, and hospital levels.
Ability to organize information both orally and in writing.
Ability to construct and/or utilize and/or evaluation various databases effectively.
Ability to communicate articulately and tactfully orally and in writing.
Ability to prioritize and manage tasks independently
Ability to effectively use automated office systems, equipment and basic computer software.
Ability to type 35 words per minute.
Ability to work computer programs
High School graduate or GED (required)
At least one year of continuous clerical experience (required)
Acceptable written communication, as evidence by application (required)
If required to drive a state vehicle, must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.

Responsibilities

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs duties as assigned.
Provides supervision of program clerical staff through training, coaching, development of position descriptions, completion of annual evaluation criteria and maintain required supervision documents on CAPPS.
Types and maintains hard copies and electronic copies of all Program Manuals and Program Risk Assessments, QIT meeting minutes, Accident Review Board meeting minutes, revisions, and updates according to SASH P&P format. Answers inquiries regarding policies and procedures, assist staff in filling out forms.
Ensures cross training of all programs clerical staff and arranging backup for each clerical function as needed. Also responsible for posting and filling program clerical positions as needed.
Serves as a receptionist for the Program administrative office, answers and directs all telephone calls as needed. Communicate messages in a timely and accurate manner. Greet visitors to the program and model’s professional behavior.
Submits all work orders to maintenance, completes all bookkeeping processes for program purchases, and is responsible for making all procurement card purchases for program as needed.
Prepares unit daily program report. Prepares and maintains the daily census information of patient movement and tracks data, such as length of stay information, for annual program analysis.
Communicates and distributes all necessary information regarding patient admissions, discharges, and transfers. Ensures communication in the area of admission and discharge to appropriate departments (security, Director, nursing, social services, psychiatry etc).
Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
Types sensitive documents maintaining strict confidentiality and routes copies to appropriate parties.
Serves as Notary Public for the Program, notarizing all pertinent documents.
Point System Data Coordinator. Enter client point sheets into SH database and evaluate for accuracy daily. Maintain and print patient point sheets daily.

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.

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