LTCR Provider Investigations Administrative Assistant II

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

Provider Investigations Administrative Assistant I – Starting Market Rate Salary $ 39,484.32

An Administrative Assistant for Provider Investigations provides administrative support to area manager(s) and inspector. This position primarily assists in initiating investigations by answering calls from Department of Family and Protective Services (DFPS) Statewide Intake abuse hotline, making appropriate notifications to provider agencies in accordance with the Texas Administrative Code and Provider Investigations policy, and assigning appropriate intakes to inspectors. This position performs administrative duties to include answering the telephone, refers callers to appropriate staff, and answers basic questions. This position also is responsible for data entry, spreadsheet maintenance, filing, scanning, and other administrative duties. Prepares and distributes documents requested under the Freedom of Information Act and submits to State Office. The Administrative Assistant assists with travel arrangements for team members. This position will take meeting minutes, maintain electronic files for investigations and is responsible for preparing, processing, and distributing letters and reports as required.

The state of Texas offers many benefits to employees. HHSC is a qualifying organization for the Federal Public Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making 120 qualifying monthly payments. We also offer excellent health benefits, a lifetime monthly retirement annuity as well as 401(k) and 457 Programs under the Employees Retirement System of Texas.

Essential Job Functions (EJFs):

Answers and screens inquiries concerning abuse, neglect, and exploitation.

Maintains a regular and predicable work schedule.

Maintaining records, files, or logs (for example, administrative, personnel, contract, correspondence forms documents, purchasing, case files, tracking logs, travel) including filing retrieving, or purging.

Responds to calls and refers callers as appropriate.  

Preparation of ongoing or special narrative or statistical reports for program managers, Regional Directors, and State Office.

Ensures all documentation complies with state requirements and makes corrections to ensure compliance.

Enters critical information into databases regarding scheduling, notifications, recommendations, and activities to provide accurate data for required internal and public reporting processes.

Uses critical thinking and sound judgment during the intake screening and routing process. 

Performs data entry and records information for referral to inspectors and program managers. 

Communicates professionally and appropriately with internal and external stakeholders via all communication mediums. 

Responsible for submitting to 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 the required timeframe.

Attends work regularly in accordance with agency leave policy. 

Performs other duties as assigned and required to maintain unit operations. 

Knowledge, Skills and Abilities (KSAs):

Knowledge of responding to requests for records.

Skill in effective verbal and written communication. 

Skill in establishing and maintaining effective working relationships. 

Skill in working in an office supporting several local and statewide staff members. 

Skill in maintaining organized records.

Ability to operate a computer, tablet, or laptop, multi-line phone, standard office equipment including fax and copy machines, and various software packages, including Microsoft Office. 

Ability to effectively handle multiple assignments in a fast-paced and changing work environment. 

Ability to work in a potentially emotion-filled environment. 

Ability to perform complex tasks while maintaining attention to detail.

Ability to comprehend frequent technical changes.

Ability to learn and maintain knowledge of computer systems, databases, and regional Survey Management Systems.

Ability to read, understand, and apply program technical procedures for processing investigations, reports, and other documents.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

High School Diploma or GED

One year of experience in administrative support. Acceptable substitution: Thirty semester hours from an accredited college or university may be substituted for the one year required administrative support experience.

Experience using a computer.

Experience with Word, Excel, or other word processing software.

Experience with electronic records, preferred.

Additional Information:

Flexibility in work hours is required for this position. The job requires 25% travel, with most travel during the day. However, some overnight and weekend travel is required, as well as occasional on-call duties for emergencies or high-priority situations in facilities. Must have reliable transportation.

Note: This position is able to work a compressed workweek of four 10-hour days.

All applicants must pass a fingerprint criminal background check.

If you are offered and accept the position, you will not be permitted to continue employment at any HHSC regulated facilities or providers. You will be required to disclose any potential conflicts of interest, secondary employment, volunteer activities, and friends/family who own, operate, or work at regulated providers.

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.

PHYSICAL REQUIREMENTS: 

These requirements are not exhaustive, and individual agencies may add additional job-related physical requirements on an as-needed basis. Corrective devices may be used to meet physical requirements. These are typical requirements; however, HHS agencies will provide a reasonable accommodation that complies with the Americans with Disabilities Act (ADA). 

Physical Activities: The employee is frequently asked to stand, hear and talk; they are occasionally asked to climb stairs. 

Physical Demands: The employee typically performs work that requires exertion up to 20 pounds occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of energy constantly to move objects. 

Visual Requirements: Employees must see objects clearly at 20 inches or less and 20 or more feet. In addition, they must be able to adjust their eyes to bring objects into focus, distinguish colors, see objects in their peripheral vision, and see objects in three dimensions. 

INTERVIEW REQUIREMENTS: 

Any candidate called to an agency for an interview must notify the interviewing agency in writing of any reasonable accommodation needed prior to the interview date. 

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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.