Administration Assistant II - Risk Management

About the role

The Administration Assistant II - Risk Management position at the Texas Health and Human Services Commission (HHSC) serves the Risk Management Department. This role supports the Return-to-Work Program, FMLA, Employee Reassignment Process, and Workers Compensation Management Program.

Responsibilities

• Answers phones, types and edits correspondence, letters, and reports; handles all incoming and outgoing mail directly.
• Orders office supplies and enters work orders for Risk Management Department.
• Completes Risk Mgt. case management notes for Staff who call into Risk Mgt. over the phone, sends notification email, notifies Return to Work Coordinator of completion and assists as requested.
• Serves as the backup to the Return-to-Work Coordinator.
• Assists the Return-to-Work Coordinator with clearing of staff members returning to work from medical issues/illness, collecting doctor's notes, printing or sending emails, making folders for staff, and adding/removing staff from Daily Report.
• Creates a BJO for Non-Work-related Injuries or medical conditions, makes alternate duty assignment and sends notification email if requested by the RTW Coordinator or only staff in the office.
• Collects and tracks the Risk Management daily sign in logs and enters tracking into Excel document. Filing completed files into the Risk Mgt. file cabinets. Creates and updates all alternate Duty Sign In Sheets.
• Assists the FMLA case manager with FMLA case files, sends notification email if requested and acts as FMLA case manager in their absence.
• Completes an OJI Injury report, creates an OJI Bona Fide Job Offer for restrictions, assists employee's in getting on campus treatment and sends notification email if requested by WC Case Manager or only staff in the office.
• Completes an OJI Workers Compensation packet, notifies Workers Compensation Case Manager of completion and sends notification email if requested by the WC Case Manager or only staff in the office.
• Cases management of reassigned staff, completes a reassignment BJO, assigns an employee who has been reassigned to an alternate duty location, provides reassignment agreements, and sends notification email of assignment. Assists an employee who is reassigned requesting time off including Director approval.
• Communicates on a basic level with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
• Prepares and maintains detailed records, files, and reports. Sends email, performs data entry, formats correspondence and composes documents with minimal errors.
• Communicates effectively with medical care providers, facility staff, other agencies, and the public. Maintains confidentiality in accordance with HIPPA and other employment regulations. Reads a large amount of information in a timely manner.
• Uses Microsoft Office (Word, Excel, PowerPoint, Outlook) and database applications (PeopleSoft preferred).
• Maintains extensive knowledge of Federal and State Laws pertaining to Worker's Compensation, Family Medical Leave Act and the Americans with Disability Act.
• Reviews and monitors medical documentation and files for appropriate actions in accordance with HHSC and AbSSLC policies and procedures.
• Works under close supervision with minimal latitude for the use of initiative and independent judgment. Reports to the Facility Risk Manager.

Requirements

• High School Diploma/GED required.
• Thirty (30) hours credit from an accredited college or university OR one (1) year clerical or administrative work and customer service work experience is preferred.
• Experience working with employees and supervisors with FMLA issues and Leave of Absence monitoring is preferred.
• Experience working with computer programs.
• One (1) year work experience involving computer and keyboard use.
• Experience working in a professional customer service environment.
• Experience keeping data in an accurate and efficient manner.
• Bilingual (English / Spanish) skills preferred.
• Must be able to work occasional overtime, required by management and outside of normal hours of operation, which may include weekends when called upon.
• Must be able to work in a highly stressful and fast-paced environment, under constant pressure to meet required deadlines.

Qualifications

• Knowledge of office practices and administrative procedures.
• Skills in using a personal computer and office equipment.
• Working knowledge of Business English, spelling, punctuation, arithmetic, and office and procedures.
• Ability to communicate verbally and in writing in a clear and concise manner.
• Ability to be flexible in handling work assignments.
• Ability to prioritize assignments.
• Ability to use Microsoft Office (Word, Excel, PowerPoint, Outlook) and database applications (PeopleSoft preferred).
• Ability to maintain confidentiality in accordance with HIPPA and other employment regulations.
• Ability to read a large amount of information in a timely manner.
• Knowledge of the purpose and practical application of a Transitional Duty Program and Reassignment process.
• Extensive knowledge of Federal and State Laws pertaining to Worker's Compensation, Family Medical Leave Act and the Americans with Disability Act.
• Ability to review and monitor medical documentation and files for appropriate actions in accordance with HHSC and AbSSLC policies and procedures.
• Ability to prepare and maintain detailed records, files, and reports. Ability to send email, perform data entry, format correspondence and compose documents with minimal errors.
• Ability to communicate effectively with medical care providers, facility staff, other agencies, and the public.
• Ability to works harmoniously with other staff and the general public to generate productive, cohesive work settings and positive public and interpersonal relationships.
• Comfortable interacting with individuals who live at the Abilene State Supported Living Center.

Skills

• Ability to define, learn, understand, and apply new technologies, methods, and processes.
• Adaptable and flexible, with the ability to handle ambiguity and sometimes changing priorities.
• Ability to develop positive relationships and effectively communicate with management.
• Excellent written and verbal communication skills; interpersonal and collaborative skills; the ability to communicate; persuasive, encouraging, motivating, and inspiring; the ability to listen and understand.

Benefits

The Texas Health and Human Services Commission (HHSC) offers a comprehensive benefits package including 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.

Pay

$2,694.33 - $3,946.25 per month

Schedule

Day Shift