LTCR Regional Administrative Assistant III

Location: Longview, TX

About the role

The Administrative Assistant III provides complex technical and administrative support to the Regional Director (RD) and professional administrative staff. This role compiles data, prepares statistical and program reports using automated systems and spreadsheets, and creates forms or tracking systems to ensure compliance with Regulatory Services Division requirements. Work involves disseminating information, maintaining file systems, and performing internal administrative support under general supervision with moderate latitude for initiative and independent judgment. The position also trains others and acts as a lead while maintaining strict confidentiality of all information.

Responsibilities

• Contributes to the effective and efficient operations of the regional office by performing administrative functions assigned by the Regional Director.
• Prepares and disseminates information concerning agency programs and procedures.
• Prepares and distributes correspondence, reports, forms, and documents as assigned.
• Performs administrative functions including tracking assignments, schedules, and coordinating meetings; typing, composing, and proofreading correspondence, forms, letters, and memoranda.
• Maintains workload analysis of all staff vacancies.
• Maintains copies of all purchase vouchers and/or forms signed by the Regional Director for tracking purposes (e.g., reimbursement for professional fees, travel, corporate card).
• Manages and maintains schedules and travel arrangements for the Regional Director and staff.
• Maintains strict confidentiality of all administrative and program information.
• Maintains filing, records keeping, and records management systems.
• Performs general office duties such as ordering supplies, basic bookkeeping, and assisting with human resources tasks.
• Manages state-issued credit card purchases, reconciles statements, and ensures compliance with procurement policies.
• Responds to inquiries regarding rules, regulations, policies, and procedures.
• Plans meetings, conferences, and seminars; participates in the execution of agency programs.
• Compiles and enters data for charts, graphs, databases, summaries, or reports.
• Assists in developing administrative or technical assistance policies and procedures.
• Handles phone communications, routes calls, takes messages, and communicates professionally with internal and external customers.
• Researches, composes, designs, or edits publications such as brochures, forms, and manuals.
• Trains others and acts as team lead.

Requirements

• Experience with Word, Excel, and Access.
• Experience compiling and analyzing data.
• Experience preparing monthly reports.
• Experience preparing and proofreading correspondence, forms, or other documents using a personal computer or typewriter.
• 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 implement administrative procedures and interpret rules, regulations, policies, and procedures.
• Ability to identify and devise solutions to operations problems.
• Ability to maintain effective, positive working relationships with internal and external stakeholders.
• Ability to communicate effectively orally and in writing.
• Ability to work effectively independently.
• Ability to maintain a high level of confidentiality.
• Ability to train and supervise the work of others.
• Knowledge of office practices and administrative procedures.
• Knowledge and experience with computers.
• Skill in standard office equipment and software.
• Skill in maintaining records, files, or logs (e.g., administrative, personnel, contract, correspondence).

Preferred Qualifications

• Experience with ASPEN and ACTS data programs.

Additional Information

• This position requires up to 25% travel for activities such as out-of-town meetings or training sessions.
• All applicants must pass a fingerprint criminal background check.
• If hired, you will not be permitted to continue employment at any HHSC-regulated facilities or providers.
• You will be required to disclose any potential conflicts of interest, secondary employment, volunteer activities, or relationships with regulated providers.
• If you are an active or former licensed nursing facility administrator, certified nurse aide, or medication aide, hiring will be pending until professional licensing and Employee Misconduct Registry checks are completed.
• Active-duty military, reservists, guardsmen, and veterans with relevant experience are encouraged to apply.

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 (forgives remaining balance on Direct Loans after 120 qualifying payments).
• Lifetime monthly retirement annuity, 401(k), and 457 Programs under the Employees Retirement System of Texas.

Pay

Salary Range: $3,599.81 - $4,365.66 per month (Starting Market Rate Salary: $43,197.72 annually).

Schedule

• Full-time, regular position.
• Day shift.
• Eligible for telework.
• Monthly pay frequency.