Compliance Assistant III

TX-HHSC-DSHS-DFPS • Austin, TX

19h • Hybrid

About The Position

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us. Under the direction of the Consumer Safety Section Branch Manager, Administrative Assistant III (Compliance Assistant III) performs senior level administrative support and technical program assistance work. Coordinates work among Compliance staff, Legal (Policy and Enforcement) and other sections within Consumer Protection Division. Monitors respondents/licensees who have been the subject of an enforcement action by the Department and take appropriate steps to identify those who do not comply with the terms of their order. Communicate with agency staff, stakeholders, licensees, the public. Responds to inquiries regarding technical program or administrative regulations, policies, and procedures. Performs data entry of enforcement actions and related activities; and compiles and edits date for charts, graphs, and databases, and prepares summaries or reports regarding case tracking, trending of data, and quality control. Other duties as assigned; serve in the Department's Disaster Response/Recovery and Support Operations in training exercises, drills and declared emergencies. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of office management principles, practices, and administrative procedures.
• Knowledge of business grammar, syntax, and punctuation.
• Knowledge of the Texas Public Information Act requirements.
• Knowledge of Agency Records Retention requirements.
• Skill in the use of electronic mail and database systems, the Internet, VERSA Regulation/VERSA Online, Microsoft Word, Excel, PowerPoint and Office software, and/or equivalent of each.
• Skill in accurately entering data into a database.
• Skill in accurately composing, typing, proof reading and editing correspondence, statistical reports, policies, procedures, and other documents.
• Ability to use standard office equipment.
• Ability to effectively, politely, and diplomatically deal with customers.
• Ability to interpret policies, and procedures.
• Ability to implement new systems and procedures and to evaluate their effectiveness.
• Ability to establish and maintain effective working relationships with superiors, peers, and external customers.
• Ability to communicate effectively, both orally and in writing.
• Ability to research and organize complex technical information.
• Ability to organize and establish work flow activities and prioritize tasks.
• Ability to implement administrative procedures.
• Ability to train others and to produce training materials.
• Ability to work effectively as a team member in an environment of change.
• High School Diploma
• 3 years experience related to office management principles, practices, and administrative procedures.
• 3 years experience related to interpreting rules, policies and procedures
• 3 years experience using computers and applications like spreadsheets, databases, fax and email
• 3 years experience interacting with customers

Responsibilities

• Coordinates work among Compliance staff, Legal (Policy and Enforcement) and other sections within Consumer Protection Division. Ensures documentation is provided to program attorneys, program staff and compliance staff by posting case documents on secured Department-approved sites prior to Compliance Review Committee (CRC) meetings. Communicate with program staff to ensure complete files are provided for CRC meetings and promptly provides additional information to staff when required. Schedules meeting and communicates CRC and Informal Conference times and places to Department Staff and Respondents. Maintains confidentiality of case information and associated documents.
• Monitors respondents/licensees who have been the subject of an enforcement action by the Department and takes appropriate steps to identify those who do not comply with the terms of their order. Processes, monitors, and closes cases in accordance with established procedures, including making copies of documents, preparing case files, mailing documents, and data entry of enforcement actions and related activities into agency’s computer system and other required databases with proper codes. Reviews disciplinary orders to determine requirements of the orders. Tracks compliance and follows up with staff as needed for appropriate action against those who do not comply with the terms of their orders.
• Communicates with agency staff, stakeholders, licensees, the public, and others. Prepare routine and non-routine correspondence, using standard formats, and reviews them for accuracy. Schedules meeting and informal conferences with Department staff, attorneys, licensees, and other parties.
• Performs data entry of enforcement actions and related activities; and compiles and edits date for charts, graphs, and databases, and prepares summaries or reports regarding case tracking, trending of data, and quality control. Assists with entering data and information into various databases, including Veresa, The DataBank, Adverse Action Record Sharing, and others. Maintains filing, record-keeping, and records management systems.
• Responds to inquiries regarding technical program or administrative regulations, policies, and procedures. Provides information to callers about information and documentation to bring to informal conferences. Directs visitors or callers to the appropriate staff member for technical program or case questions. Helps develop administrative and technical policies and procedures for the Compliance section.
• Other duties as assigned; serve in the Department's Disaster Response/Recovery and Support Operations in training exercises, drills and declared emergencies. May research, compose, design, or edit Compliance Section publications such as brochures, forms, and manuals.

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: Mid Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees