Administrative Assistant III

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Job Description:

The Texas Health and Human Services Commission (HHSC) Medicaid CHIP Services (MCS) department seeks a highly qualified candidate to fill the position of Administrative Assistant III. MCS is driven by its mission to deliver quality, cost-effective services to Texans. This position makes a significant contribution to MCS’s mission by providing intermediate level administrative support for unit management and staff. This position assigns and tracks unit deliverables and mails and faxes correspondence to HHSC contracted providers. This position assists with general human resources work, answers and routes incoming calls, and performs special projects. This position also performs general office duties, such as maintaining filing and record-keeping systems.

The ideal candidate thrives in an environment that emphasizes: teamwork to achieve goals, excellence through high professional standards and personal accountability, curiosity to continuously grow and learn, critical thinking for effective execution, and integrity to do things right even when what is right is not easy.

The Administrative Assistant III is part of the IDD Program Eligibility and Support (IDD PES) team. The Administrative Assistant III reports to the Director of IDD PES, under MCS.

The IDD PES team is responsible for ensuring eligible Texans are enrolled in programs serving individuals with intellectual and/or developmental disabilities. These programs include: Home and Community-based Services (HCS), Texas Home Living (TxHmL), Community Living Assistance and Support Services (CLASS), the Intermediate Care Facilities for Individuals with an Intellectual Disability or Related Condition (ICF/IID), and Community First Choice Non-Waiver (CFC NW). IDD PES staff authorize and verify programmatic eligibility for the listed programs. In addition, IDD PES staff process enrollments, transfers, suspensions, and terminations for HCS, TxHmL, and CLASS and coordinate and attend Fair Hearings.

Essential Job Functions:

Works collaboratively across MCS to identify innovative and effective solutions for clients and staff. Attends work on a regular and predictable schedule.

Prepares, distributes, assigns, and tracks unit deliverables. (25%)

Coordinates correspondence to HHSC contracted providers. (15%)

Provides administrative support to unit management and staff, such as assists with general human resources work, including preparation of applicant interviews, personnel records, and hiring packets. Acts as a back-up to the Administrative Assistant II position. (15%)

Monitors the IDD PES Message Line and routes calls to appropriate staff. (20%)

Performs special projects as assigned by unit personnel, to include assisting with new hire setups. (5%)

Performs general office duties, such as maintaining filing and record-keeping systems and ordering supplies. (5%)

Distributes and routes reports, forms, and documents for approval.  (5%)

Assists in planning and providing coordination support for meetings, conferences, and training events. (5%)

Performs other duties as assigned (5%)

Knowledge Skills Abilities:

·         Knowledge of HHSC or MCS or Medicaid services.

·         Knowledge of office practices and administrative procedures (e.g., arranging travel for staff, reconciling purchase orders, routing documents for approval.

·         Skilled in using standard office equipment and Microsoft Office applications (Outlook, Word, Excel, Power Point).

·         Skilled in maintaining files and record keeping.

·         Skilled in telephone etiquette (e.g., customer services, professional courtesy).

·         Ability to communicate information clearly, concisely, and effectively, both verbally and in writing.

·         Ability to organize and manage multiple tasks/projects in an effective and efficient manner.

·         Ability to work under deadline pressures and high volume.

·         Ability to implement administrative procedures and to evaluate their effectiveness.

·         Ability to work collaboratively across MCS to accomplish objectives.

·         Ability to implement creative solutions to problems and a keen attention to detail.

·         Ability to balance team and individual responsibilities.

Registrations, Licensure Requirements or Certifications:

None

Initial Criteria:

• Graduation from a standard senior high school or equivalent.

• At least one year of Administrative Assistant/Clerical experience.  

• At least one year of experience using Microsoft Office applications (Outlook, Word, Excel, Power Point)

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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

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.