LTCR Regional Administrative Assistant II

About the role

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.

Responsibilities

• Answering the telephone, referring callers to appropriate staff, taking messages, and answering basic questions.
• Entering data in state and federal automated reporting systems; conducting technical reviews of reports in computer tracking system; determining appropriate disposition.
• Preparing, processing, and distributing federal and state enforcement notification letters and reports as mandated.
• Monitoring and reviewing survey reports for all regulated and unlicensed facilities; finalizing CMS certification and transmittals for enforcement actions and surveys; preparing waiver letters.
• Preparing and distributing documents requested under the Freedom of Information Act and submitting to state office.
• Maintaining a regular and predictable work schedule.
• Maintaining records, files, or logs (administrative, personnel, contract, correspondence, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.
• Preparing ongoing or special narrative and statistical reports for Program Managers, Regional Director, and State Office.
• Maintaining regional Survey Management System database.
• Communicating with others (internally and externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
• Monitoring and performing technical review of all survey and investigation documentation to ensure accurate preparation of forms, supporting information, narratives, and reports; ensuring compliance with state and federal requirements; making corrections to ensure compliance.
• Processing all state and federal enforcement actions within required time frames.
• Preparing technically accurate state and federal reports, notification letters, administrative penalty notifications, waiver letters, and the CMS Certification and Transmittal; determining appropriate distribution for all actions to meet federal and state requirements.
• Entering critical information into state and federal databases regarding scheduling, agency visits, recommendations, and activities to provide accurate data for required internal and public reporting processes.
• Submitting to state office all documentation requested through the Freedom of Information Act, including reviewing the file to determine location of documentation, copying appropriate documents, and distributing within required timeframes.
• Performing other duties as assigned.

Requirements

Initial screening criteria: Experience using a computer; experience with Word, Excel, or other word processing software; experience in organizing, maintaining, or monitoring files, records, or logs.

Knowledge, Skills and Abilities

• Ability to perform complex tasks related to Federal & State rules and standards while maintaining attention to detail.
• Ability to quickly comprehend frequent technical changes.
• Ability to learn and maintain knowledge of the Long-Term Care Integrated computer system and regional Survey Management System.
• Ability to read, understand and apply program technical procedures for processing surveys, enforcement actions, and administrative penalties.
• Ability to maintain a high level of confidentiality.
• Knowledge and experience with computers.
• Ability to answer telephone calls, refer callers to appropriate staff, take messages, and answer basic questions.

Benefits

• 100% paid employee health insurance for full‑time eligible employees.
• Defined benefit pension plan.
• Generous time off benefits.
• Numerous opportunities for career advancement.
• Eligibility for the Federal Public Service Loan Forgiveness Program (remaining balance on Direct Loans forgiven after 120 qualifying monthly payments).
• Lifetime monthly retirement annuity.
• Access to 401(k) and 457 programs under the Employees Retirement System of Texas.

Pay

Salary range: $3,290.36 – $4,365.66 per month (approximately $39,484.32 annual starting market rate). Pay frequency: monthly.

Schedule

• Day shift.
• Eligible for telework (subject to state and agency telework policies and supervisor discretion).
• Regular full‑time position.
• Travel required up to 25% of time.