Administrative Assistant IV

Brief Job Description:

Works under limited supervision of the Health Care Facility Enforcement director with considerable latitude for the use of initiative and independent judgment. Performs complex administrative support and technical program assistance work related to enforcement actions against health care facilities. Coordinates work between Enforcement Staff, the Legal Services Division (LSD), and other units within the Health Care Regulation (HCR) section. Monitors respondents/licensees who have been the subject of an enforcement action and takes appropriate steps to identify those who do not comply with the terms of their order. Communicates with agency staff, stakeholders, licensees, the public, and others orally and in writing. Responds to inquiries regarding technical program or administrative regulations, policies, and procedures. Processes open record requests under the Public Information Act in accordance with agency policy. Performs data entry of enforcement actions and related activities in Versa Regulation (VR); and compiles and edits data for charts, graphs, and prepares summaries or reports regarding case tracking, trending of data, and quality control. Communicates with Commission staff, stakeholders, licensees, the public, and others orally and in writing.

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Coordinates with Enforcement staff, the Legal Services Division and other units within the Health Care Regulation section when case referrals are received. Communicates with program staff to ensure complete files are provided for each referral. Schedules informal conference with facilities and ensures documentation is provided to Enforcement attorneys, program staff, and enforcement staff. Maintains confidentiality of case information and associated documents. Processes open records requests in accordance with the Texas Government Code, Chapter 552. May serve as a technical resource for information requested under the Public Information Act and the Health and Safety Codes. Research files, evaluates and selects documents, copies, redacts, and prepares documents for mailing to the requestor (25%).

Monitors licensees who have been the subject of an enforcement action and takes appropriate steps to identify those who do not comply with the terms of their agreed order. Processes, monitors, and closes cases in accordance with established procedures, including making copies of documents, preparing case files, mailing documents, and data entry of enforcement actions and related activities into Commission’s databases with proper codes. Reviews disciplinary orders to determine requirements of the orders. Tracks compliance and follows up with staff as needed for appropriate action against those who do not comply with the terms of their orders (25%) . 

Communicates with Commission staff, stakeholders, licensees, the public, and others orally and in writing. Prepares routine and non-routine correspondence, using standard formats, and reviews them for accuracy. Schedules meetings and informal conferences with Commission staff, attorneys, licensees, and other parties. Assists with entering data and information into various databases, including Versa Regulation, The National Practitioner Data Bank, Adverse Action Record Sharing. Maintains proper filing of case records, record-keeping of documents, and maintains the record management systems (25%). 

Provides program related information to the media, Attorney General’s Office, state/federal agencies and members of the Legislature within time proper time frames as outlined in policies and procedures. Maintains effective working relationships with other departmental programs, state/federal agencies, and public and private groups requesting information (15%). 

Formulates, maintains, and oversees the implementation of records retention schedule. Advises HHSC Records Management Officer of any changes, additions and/or deletions. Notifies enforcement staff of changes in the retention schedule to ensure that files are handled appropriately. Oversees storage and/or destruction of paper files, completion and processing of inventory worksheets for new record series and transfer of archived records to the State Library. Ensures that documents are maintained for prompt identification and location of archived records (5%). 

Other duties which may include but not limited to copying, faxing, data entry, and word processing. May research, compose, design, or edit Enforcement Unit publications such as forms and manuals (5%). 

Knowledge, Skills and Abilities (KSAs):

Must be able to understand and interpret policies and procedures clearly and accurately.

Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.

Ability to exercise sound judgment and make decisions in accordance with the established policies and procedures.

Must have the ability and knowledge to follow oral or written instructions.

Must have the ability to type accurately, compose effective correspondence.

Skill in accurately entering data into a database.

 
Skill in accurately composing, typing, proof reading and editing correspondence, statistical reports, policies, procedures, and other documents.

Ability to establish and maintain effective working relationships with customers, peers, management, and external contacts.  

Knowledge of office practices and administrative procedures.

Registrations, Licensure Requirements or Certifications:  N/A

Initial Screening Criteria:

• Graduation from high school or equivalent.
• One year full-time administrative support, general ofice, clerical, and secretarial.
  
  

Acceptable substitutions:

• Thirty semester hours from an accredited college or university may be substituted one a year for year basis for the required experience.

Additional Information:

An in-basket exercise with be given at the end of the interview.

Applicants must pass a fingerprint criminal background check.