Administrative Assistant
Full Time
Arlington, TX 76014
$2,194 - $3,446 a month
Posted Just posted
Job description
Administrative Asst II
Performs administrative duties, including answering the telephone, referring callers to appropriate staff, taking messages, and answering basic questions. Enters data in the state and federal automated reporting systems conducts technical reviews of all reports in the computer tracking system and determines 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 them to the state office.
Performs administrative duties, including answering the telephone, referring callers to appropriate staff, taking messages, and answering basic questions. Enters data in the state and federal automated reporting systems conducts technical reviews of all reports in the computer tracking system and determines 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 them to the state office.
Essential Job Functions:
Maintains a regular and predictable work schedule.
Knowledge of keeping 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. Communicate with others (internally and externally) to provide, exchange, verify information, answer inquiries, address issues, or resolve problems or complaints.
Monitors and performs a 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 the state office all documentation requested through the Freedom of Information Act, including reviewing the file to determine the location of documentation, copying appropriate documents, and distributing within required timeframes.
Maintains a regular and predictable work schedule.
Knowledge of keeping 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. Communicate with others (internally and externally) to provide, exchange, verify information, answer inquiries, address issues, or resolve problems or complaints.
Monitors and performs a 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 the state office all documentation requested through the Freedom of Information Act, including reviewing the file to determine the location of documentation, copying appropriate documents, and distributing within required timeframes.
Knowledge Skills Abilities:
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. Requires ability to read, understand and apply technical program procedures for processing NF 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 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. Requires ability to read, understand and apply technical program procedures for processing NF 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:
Experience answering telephones, referring callers to appropriate staff, taking messages, and answering basic questions.
Experience with Word and Excel, including compiling and analyzing data.
Experience preparing and proofreading correspondence, forms, reports, or other documents (for example, letters, memos, travel or purchase vouchers, and job announcements).
Experience maintaining and monitoring records and files or logs, including electronic records.
Experience with TULIP, ASPEN, and ACTS data programs preferred.
Experience answering telephones, referring callers to appropriate staff, taking messages, and answering basic questions.
Experience with Word and Excel, including compiling and analyzing data.
Experience preparing and proofreading correspondence, forms, reports, or other documents (for example, letters, memos, travel or purchase vouchers, and job announcements).
Experience maintaining and monitoring records and files or logs, including electronic records.
Experience with TULIP, ASPEN, and ACTS data programs preferred.
Additional Information:
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 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. 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 online application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need an accommodation to participate in the interview process, please notify the person scheduling the interview.
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 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. 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 online application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need an accommodation to participate in the interview process, please notify the person scheduling the interview.
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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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.
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