Administrative Asst II:
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. Knowledge Skills
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:
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
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.
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
HHS agencies use E-Verify. You must bring your I-9 documentation
with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA),
HHS 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.