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Texas Department of State Health Services · 14 hours ago

Administrative Asst III

Austin, TX

Full-time

Onsite

Mid Level

$2,953.25/mo - $3,659.50/mo

Texas Department of State Health Services is committed to public health and is seeking an Administrative Assistant III to support the Laboratory Reporting Group. The role involves performing complex administrative tasks, managing record-keeping systems, and providing customer service to healthcare providers while maintaining a focus on safety and compliance.

Health Care

No H1B

Responsibilities

Performs complex administrative support for the Laboratory Reporting Group while maintaining quality customer service in all interactions

Receives and responds to telephone calls and written inquiries from health care providers and facilities regarding patient results in a positive and professional manner

Answers emails and phone calls, routes incoming calls, and works with walk-in laboratory staff to locate submission forms and test results

Monitor fax machines for incoming correspondences and for completion and tracking turn-around time

Exercises tact, discretion, and judgment

Provides accurate information directly from applicable statutes and rules

Maintains confidentiality of program information

Develops, coordinates and maintains record keeping and filing systems and prepares for archival to the State Library

Submit request of retrieval of archival box as needed to review correction request or request from Lab Accounting

This work includes maintaining naming conventions on the share drive and assisting team managers in maintaining files and record keeping

Ensures Standard Operating Procedures have current versions available to LRG, disseminates information to staff, and monitor due dates of required revision in Media Lab

Notify Manager and Team Supervisors when revisions are due

Assists in planning, writing and participating in the preparation of reports, correspondence and/or other documents

Coordinates meetings and interviews as directed by manager

Prepares office supply order and ensures necessary supplies are available for staff

Coordinates arrangements for repairs and/or service of printers

Serves as back-up for assigning submitter numbers/updating submitter information into three Laboratory Information Management Systems (LIMS)

Assists Reporting Group Manager on special projects, training sections and other duties as assigned

Collaborates with the Safety Office and serves as the Group’s Safety Coordinator

Enforces safety policies and participate in Safety Coordinator/Safety Committee meetings, CDC online trainings, and trainings organized by the Safety Office

Collaborates with Group Manager and/or Team Leaders to monitor compliance and identify safety issues

Conducts Lab Reporting specific safety training for current and new employees as well as new procedures

Ensures continual observation of area to minimize the risk of job-related activities and monitors operations to eliminate hazardous activities

Requests information and clarification on safety requirements from Safety Office prior to changing or implementing new procedures

Ensures the required safety and health documents, periodic inspections of all safety equipment, and other safety measurements are complete and up to date

Assists Safety Office in accident investigation and proposes corrective actions

Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation

Qualification

Customer serviceRecord keepingStandard Operating ProceduresOffice administrationConfidential information handlingTeam collaborationEffective communicationTime managementAttention to detail

Required

Must be able to handle the demands of a fast-paced office with constantly changing demands and priorities

Knowledge of generally accepted modern office administration, policies and procedures

Knowledge of office procedures; of state archival procedures

Knowledge of and ability to work with confidential medical records/files/information

Skill in the use of computer and office equipment

Skill in answering phones and responding to all requests according to area and laboratory policy

Skill to perform task with a high degree of accuracy and attention to detail

Skill in basic computer functions such as retrieving data and researching pennant material or archived documents

Ability to follow written and oral instructions

Ability to work cooperatively in a team setting

Ability to communicate and interact effectively with members of the public; to respond to public inquiries in a timely manner

Ability to work in a professional customer service environment is required

Ability to prioritize work, manage time effectively and meet deadlines

Ability to use initiative and independent judgment within established deadlines

Ability to prepare and maintain records

Ability to implement administrative procedures; to interpret rules, regulations, policies and procedures; to communicate effectively and train others

Preferred

Experience providing customer service via phone, fax or email

Experience with reading or editing or preparing Standard Operating Procedures

Prefer experience with confidential information

Benefits

Insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)