Administrative Asst II

About the role

The Administrative Assistant II (AA II) under the direct supervision of the HIV/STD Program Supervisor will perform general office responsibilities, including but not limited to - administrative, clerical, and technical. The role involves answering telephones to provide information concerning sexually transmitted diseases (STDs) to the public.

Responsibilities

• Data Management: Review incoming STD laboratory and medical reports on gonorrhea and chlamydia, following DSHS HIV/STI surveillance guidelines. Serve as a back-up to the administrative assistant III to review and process syphilis reports. Ensure reports are complete, up to date, and have accurate diagnostic status. Create a work plan to contact providers for missing demographic information, diagnostic status, and STI testing or treatment. Prioritize cases needing public health follow-up and forward them for investigation. Data is entered or loaded into GlobalScape, THISIS, and CMIS. Adhere to all requirements for handling protected health information, including CDC and local security rules and program procedures. Independently travel throughout PHR 2/3 to perform essential job functions. Work THISIS workflows applicable to the AA II.
• Community Engagement and Communication: Establish and maintain professional relationships with healthcare agencies to ensure timely reporting in accordance with DSHS guidelines and procedures. Provide reporting schedules and updated documentation used by our agency. Conduct in-person follow-up visits with healthcare providers, laboratories, and agencies. These visits include STI provider education on timely treatment, diagnosis, and reporting for each condition. Independently travel throughout PHR 2/3 to complete essential job functions. Work closely with HIV/STD programs within the state to ensure proper reporting and disease investigation for out-of-jurisdiction reactors received by our program.
• Structural, Organization and Supportive Activities: Assist in the planning, administration, and delivery of public health services in professional, educational, or social contexts for the HIV/STD program. Communicate with internal and external customers by telephone, email, letter, and fax. Manage calls by providing information, connecting callers with staff, documenting detailed messages, and following up for resolution. Work with program staff to compose, design, and edit program-related presentations according to DSHS guidelines. Maintain and file gonorrhea, chlamydia, and syphilis lab documents systematically, keeping them secure, and ensuring they're easy to retrieve. Complete the retention schedule and conduct internal destruction of records (paper and digital filing). Manage the DSHS PHR2_3 HIVSTD inbox for incoming faxes by reviewing, distributing, and notifying staff of documents received. Review workflows on a daily and weekly basis in THISIS to monitor imports, assignments, tasks assigned to the program, and import trends. Identify surveillance import issues, patterns, reporting lapses, issues with data accuracy, and compliance with reporting regulations or incorrect data entry. Provide support during community screening events. Present to regional staff on administrative processes and best practices such as the reporting and surveillance process for the region.
• Regional Support and Disaster Response/Recovery: Participate in regional assignments/duties/special initiatives. May be required to work other than normal business hours to respond to public health emergencies; actively participate and/or serve in a supporting role to meet the agency's obligations for disaster response/recovery/Continuity of Operations (COOP) activation- requires completion of at least ICS 100,200, 700 and 800 and may require an alternate shift pattern assignment and/or location. Maintain compliance with DSHS Policy, Fleet Operations, management and Procedures and Standards, and a current valid Texas Driver's License. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions.

Requirements

• One year of working experience with data and spreadsheet management in public health, community-based work, population-based initiatives, or community coalition programs.
• Graduation from high school or equivalent. An associate degree with major coursework in public health, or a related field required preferred.
• Documented computer experience and Microsoft Office products (Excel, Outlook, Teams, etc.) use.
• The application documents the ability to independently travel 10% of the time to complete essential job functions.

Qualifications

• Knowledge of: Office practices, procedures, systems, and equipment. Fundamentals of federal, state, and local rules and regulations governing the reporting and control of STD’s, HIV, and AIDS. Fundamentals of Centers for Disease Control and Prevention HIV/STD guidelines STD and HIV testing, treatment, and reporting guidelines, policies, and laws; communicable disease surveillance; confidentiality laws and HIPAA guidelines.
• Skill in: Organizing and writing reports using standard English grammar and professional business writing style. Data entry and word processing. Developing and maintaining accurate filing systems. Building and maintaining professional relations. Use of word processing (Word), database (Access), spreadsheet (Excel), electronic mail (Outlook), and presentation (PowerPoint) software and personal computer in a network environment.
• Ability to: Maintain effective working relationships with internal and external partners using tact and diplomacy. Work independently exercising sound judgment, use time management strategies to maximize work productivity to meet deadlines, and maintain confidentiality. Initiate and complete complex, goal-oriented independent projects, and tasks with little or no supervision. Adhere to federal, state, and local laws, rules, regulations, and confidentiality guidelines governing the reporting and control of STD’s, HIV, and AIDS. Abide by Texas Department of State Health Services and Health and Human Services Guiding Principles, Code of Ethics, Standards of Conduct, Universal Expectations, Policies and Procedures. Work effectively with and influence medical professionals (i.e., physicians, nurses, laboratory technicians, and other health professionals).

Skills

• Office practices, procedures, systems, and equipment.
• Federal, state, and local rules and regulations governing the reporting and control of STD’s, HIV, and AIDS.
• Centers for Disease Control and Prevention HIV/STD guidelines STD and HIV testing, treatment, and reporting guidelines, policies, and laws; communicable disease surveillance; confidentiality laws and HIPAA guidelines.
• Data entry and word processing.
• Developing and maintaining accurate filing systems.
• Building and maintaining professional relations.
• Use of word processing (Word), database (Access), spreadsheet (Excel), electronic mail (Outlook), and presentation (PowerPoint) software and personal computer in a network environment.

Benefits

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

Pay

$2,694.33 - $3,320.00

Schedule

Day