Texas Department of State Health Services · 6 hours ago
Administrative Assistant III
Houston, TX
Full-time
Onsite
Mid Level
$3,659.50/mo - $4,365.66/moTexas Department of State Health Services is committed to hiring skilled individuals who share a passion for public health. The Administrative Assistant III will provide complex and routine administrative and technical assistance for regional Social Work and Case Management Programs, while also managing program filing systems and supporting colleagues with various administrative tasks.
Health Care
No H1B
Responsibilities
Provides support to SHSS program and colleagues entering purchase requisitions
Forecasts expenses, tracks spending, prioritizes expenses, adapts to changes, and communicates financial information well in advance including projected shortfalls
Organizes work and manages time effectively to compose and edit complex correspondence, reports, documents, and forms using various software programs
Reports and documents include but are not limited to funding proposals, budget requests, budget expenditure tracking, organizational charts, calendars, and travel reports
Responsible for developing and maintaining program record retention systems to include expenditure tracking and requisition life cycle
Develop and maintain program filing systems, including staff and client records; updating spreadsheets; and maintaining documents, records, and correspondence
Performs administrative support duties using office equipment, software, and databases
Monitors electronic mail for action items and deadlines
Answers and routes phone calls and faxes, communicates professionally, records accurate messages, handles routine requests for information and refers appropriately
Purchases program materials, purchases and maintains general office equipment and supply inventory, and ensures equipment is in good working condition
Processes applications to determine and certify eligibility for the CSHCN program in a timely and accurate manner
Submits documentation into computer database to update client record
Screens application for eligibility criteria and determines financial and medical eligibility for the CSHCN program
Obtains and verifies supporting documentation included with applications
Tracks pending applications and retrieves eligibility outcomes using computer database
Completes forms to document client eligibility
Prepares and disseminates information to clients and providers regarding regulations, policies and procedures, eligibility criteria and assists with resolving problems
Consults with clients about eligibility issues and refers to case management as needed
Explains requirement and process to apply for Medicaid/CHIP in addition to CSHCN
Provides information to clients and other authorized entities about the status of eligibility to medical providers and clients
Provides information to potential and current clients about all agency services
Adheres to CSHCN policies and procedures, reaching out for support when needed
Submits supporting documentation and reports to Central Office
Responds to inquiries from Central Office eligibility staff in a timely and professional manner
Develops, coordinates and maintains accurate files and other records regarding client and provider
Coordinates with medical providers on behalf of program staff to obtain necessary medical documentation for PCS clients
Assists potential and current clients with completion of application process
Receives and enters referrals into the Case Management Investigation System (CMIS) to begin the process for individuals seeking assistance
Required to maintain client confidentiality and treat clients and colleagues respectfully
Coordinates community education presentations and health fairs to provide information about CSHCN eligibility and services to individuals and groups
Schedules meetings, conferences, presentations, and training for program staff
Finds event venue, coordinates planning with venue staff, initiates discussions with event speakers, develops agenda and helpful attendee guide, and creates participant surveys to solicit feedback
Collects funding source information for travel reimbursements and monitors travel arrangements for others
Participates in Quality Assurance record reviews for eligibility clients
Assists with home visits by accompanying Social Worker on occasion
Provides administrative back-up for the region's clerical needs including answering the region's main incoming telephone switchboard line, greeting and directing visitors to proper areas, and providing general information
Attends program-related workshops and training, including the SHSS All-Staff Conference every two years which could include overnight travel
Trains staff in the eligibility process and complex CSHCN rules and regulations
Receives and directs client complaints and inquiries from other entities
Performs other duties as assigned to include actively participating in public health needs including but not limited to disaster, biological, environmental and weather emergencies. Such responses might include a temporary change in job duties, headquarters’ location, and work hours
Qualification
Required
Graduation from High School is required
Documented Work Experience Related To Administrative Support Is Required
Must possess a valid Texas Driver's License and have reliable transportation
Must be Bilingual (English/Spanish)
Preferred
some college coursework or associates degree is preferred
Benefits
Insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)
Company
Texas Department of State Health Services
Texas Department of State Health Services focuses on public health to promote and protect the health of Texans & their communities.
Founded in 2015
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Carolyn Barrett
Senior Advisor to DSHS CFO
Christy Havel Burton
Chief Financial Officer
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