What are the responsibilities and job description for the Administrative Asst II position at Health & Human Services Comm?
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:
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.
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.
Knowledge Skills Abilities:
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. Requires ability to read, understand and apply program technical procedures for processing home health agency surveys, enforcement actions, and administrative penalties. Ability to maintain a high level of confidentiality. 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. Requires ability to read, understand and apply program technical procedures for processing home health agency surveys, enforcement actions, and administrative penalties. Ability to maintain a high level of confidentiality. Knowledge and experience with computers.
Registration or Licensure Requirements:
None
None
Initial Selection Criteria:
Work experience in an office administrative capacity with responsibility similar to answering phones, referring callers, taking messages, and answering basic questions.
Experience with reports and data compiling and analyzing data.
Experience working with Microsoft Office Word, Excel. Prefer experience working with Access.
Experience preparing 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.
Experience with CARES, ASPEN, and ACTS data programs preferred.
Work experience in an office administrative capacity with responsibility similar to answering phones, referring callers, taking messages, and answering basic questions.
Experience with reports and data compiling and analyzing data.
Experience working with Microsoft Office Word, Excel. Prefer experience working with Access.
Experience preparing 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.
Experience with CARES, ASPEN, and ACTS data programs preferred.
Additional Information:
Ability to travel occasionally for activities such as out-of-town meetings or training sessions. Maintains a regular and predictable work schedule. All applicants selected for hire must pass a fingerprint criminal background check.
Ability to travel occasionally for activities such as out-of-town meetings or training sessions. Maintains a regular and predictable work schedule. All applicants selected for hire must pass a fingerprint criminal background check.
MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information, see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information, see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
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