LTCR Regional Administrative Assistant II

Texas Health & Human Services Commission•Arlington, TX

13d•$32,332 - $47,355

About The Position

The Regional Administrative Assistant II performs administrative and technical support duties for the Texas Health and Human Services Commission’s Regulatory Services department in Region 03. The role answers and routes telephone calls, takes messages, responds to basic questions, maintains regional records and databases, and enters information into state and federal reporting systems. It reviews survey and investigation documentation for accuracy and compliance, processes enforcement actions within required time frames, and prepares and distributes reports, notification letters, administrative penalty notices, waiver letters, and CMS certification and transmittal documents. The position also monitors survey reports for regulated and unlicensed facilities and prepares and submits documents requested under the Freedom of Information Act to the state office. The position is based in Arlington, Texas, is eligible for telework subject to agency policies, supervisor discretion, and business needs, and requires travel of up to 25%, including occasional out-of-town meetings or training. The employee must maintain a regular and predictable work schedule. Applicants must pass fingerprint criminal background and SEMARC checks; additional checks may apply. The position has restrictions on continued employment with HHSC-regulated facilities or providers and requires disclosure of potential conflicts of interest and specified outside relationships or activities.

Requirements

Experience using a computer.
Experience with Word, Excel, or other word-processing software.
Experience organizing, maintaining, or monitoring files, records, or logs.
Ability to perform complex tasks related to federal and state rules and standards while maintaining attention to detail.
Ability to quickly comprehend frequent technical changes.
Ability to learn and maintain knowledge of the Long-Term Care Integrated computer system and regional Survey Management System.
Ability to read, understand, and apply technical procedures for processing surveys, enforcement actions, and administrative penalties.
Ability to maintain a high level of confidentiality.
Knowledge and experience with computers.
Ability to answer telephone calls, refer callers to appropriate staff, take messages, and answer basic questions.
Ability to travel occasionally; the position requires 25% travel.
Applicants must pass fingerprint criminal background and SEMARC checks; additional checks may apply.
Maintain a regular and predictable work schedule.

Nice To Haves

Experience with electronic records.

Responsibilities

Answer telephone calls, refer callers to appropriate staff, take messages, and answer basic questions.
Enter data into state and federal automated reporting systems and review reports in computer tracking systems to determine appropriate disposition.
Prepare, process, and distribute state and federal enforcement notification letters and reports as required.
Monitor and review survey reports for regulated and unlicensed facilities.
Finalize CMS certifications and transmittals for enforcement actions and surveys, and prepare waiver letters.
Maintain the regional Survey Management System database.
Maintain records, files, and logs, including filing, retrieving, and purging documents as needed.
Prepare ongoing or special narrative and statistical reports for program managers, the Regional Director, and the state office.
Communicate internally and externally to provide, exchange, or verify information, answer inquiries, and address issues, problems, or complaints.
Monitor and technically review survey and investigation documentation for accurate forms, supporting information, narratives, and reports; make corrections to ensure compliance with state and federal requirements.
Process state and federal enforcement actions within required time frames and determine appropriate distribution to meet state and federal requirements.
Prepare technically accurate state and federal reports, notification letters, administrative penalty notifications, waiver letters, and CMS Certification and Transmittal documents.
Enter information about scheduling, agency visits, recommendations, and activities into state and federal databases to support accurate internal and public reporting.
Respond to Freedom of Information Act document requests by locating and reviewing files, copying appropriate documents, and submitting and distributing documentation to the state office within required time frames.
Maintain a regular and predictable work schedule.
Perform other duties as assigned.