Administrative Assistant II

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.

Brief Job Description:

Administrative Assistant II – Starting Market Rate Salary $39,484.32

Performs administrative duties to include answering the telephone, refers callers to appropriate staff, takes messages, and answers basic questions. Enters data in the state and federal automated reporting systems, conducting technical reviews of all reports in computer tracking system, and determining appropriate disposition. Responsible for preparing, processing, and distributing federal and state enforcement notification letters and reports as mandated. Monitors and reviews survey reports for all regulated and unlicensed facilities, finalizes CMS certification and transmittals for enforcement actions and surveys, and prepares waiver letters. Prepares and distributes documents requested under the Freedom of Information Act and submits to state office.

Essential Job Functions (EJFs):

Maintains a regular and predictable work schedule.

Knowledge of maintaining records, files, or logs (for example, administrative, personnel, contract, correspondence forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.

Knowledge of preparing ongoing or special narrative and statistical reports for Program Managers, Regional Director, and State Office.

Maintains regional Survey Management System database.

Communicates with others (internally and externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.

Monitors and performs technical review of all survey and investigation documentation to ensure accurate preparation of all forms, supporting information, narratives and reports.

Ensures all documentation complies with state and federal requirements.

Makes corrections to ensure compliance.

Processes all state and federal enforcement actions within required time frames.

Prepares technically accurate state and federal reports, notification letters, administrative penalty notifications, waiver letters, and the CMS Certification and Transmittal.

Determines appropriate distribution for all actions to meet federal and state requirements.

Enters critical information into state and federal databases regarding scheduling, agency visits, recommendations and activities to provide accurate data for required internal and public reporting processes.

Responsible for submitting to state office all documentation requested through the Freedom of Information Act, including reviewing the file to determine location of documentation, copying appropriate documents, and distributing within required timeframes.

Other duties as assigned.

Knowledge, Skills and Abilities (KSAs):

Knowledge and experience with computers.

Ability to perform complex tasks related to Federal & 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 program technical procedures for processing surveys, enforcement actions, and administrative penalties.

Ability to maintain a high level of confidentiality.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Experience in answering telephones, referring callers to appropriate staff, taking messages, and answering basic questions.

Experience with Word, Excel and Access, including compiling and analyzing data. Experience preparing and proofreading correspondence, forms, reports or other documents (for example, letters, memos, travel or purchase vouchers, job announcements)

Experience in maintaining and monitoring records and files, or logs, including electronic records.

Additional Information:

This position requires 25% travel. Ability to travel occasionally for activities such as out-of-town meetings or training sessions. Maintains a regular and predictable work schedule.

Note: This position is able to work a compressed workweek of four 10-hour days.

All applicants must pass a fingerprint criminal background check.

If you are an active or former licensed nursing facility administrator, certified nurse aide, or medication aide, hiring will be pending until professional licensing and Employee Misconduct Registry checks are completed.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form