LTCR Regional Administrative Assistant IV

About the role

Serves as administrative assistant to the Regional Director providing executive level administrative and staff support. Facilitates written and verbal communication to and from the RD with all levels of staff within the region, department, and with external entities. Performs coordination and liaison functions for a wider range of issues and activities. Coordinates and tracks administrative assignments and activities. Researches, prepares, and presents a broad variety of complex reports, correspondence, presentations, and other documents related to program administered by Health and Human Services (HHSC). Manages and/or coordinates special projects on behalf of the Regional Director. Makes travel arrangements; prepares travel vouchers; schedules meetings and rooms; orders supplies; answers telephones; distributes mail; and works on special assignments.

Responsibilities

• Contributes to the effective and efficient operations of the region office by performing administrative functions assigned by the Regional Director.
• Prepares and disseminates information concerning agency programs, procedures and appropriately distributes complaints and/or appeals to the correct person.
• Prepares and distributes correspondence, reports, forms, and documents as assigned by the Regional Director.
• Performs administrative functions including tracking assignments, schedules, and coordinating meetings; typing, composing, documenting meeting minutes, and proofreading correspondence, forms, letters, and memoranda for accuracy.
• Maintains copies of all purchase vouchers and/or forms signed by the Regional Director and maintains for tracking purposes (reimbursement for renewal of professional registration fee, travel reimbursement, contract/application for advance travel, corporate card, 4186, etc.).
• Manage and maintain schedules and travel arrangements for the Regional Director or designee and program and administrative staff as needed.
• 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, performing basic bookkeeping work, assisting with general human resources work.
• Acts as a Lead Administrative Assistant for the unit, which requires coordination with all other Administrative Assistants to ensure continuity within Regulatory Services and providing training.
• Is responsible and accountable for state-issued credit card purchases on assigned card and complies with all procurement card policies and procedures, reconciles statements of CBA billing and ensures timely reconciliation to State Office.
• Responds to inquiries regarding rules, regulations, policies, and procedures.
• Plans meetings, conferences, and seminars.
• Participates in planning and execution of agency programs.
• Compiles and enters data for charts, graphs, databases, summaries, or reports.
• Assists in the development of administrative or technical assistance policies and procedures.
• Provides assistance with answering phones, routing incoming calls and taking messages and communicates with internal and external customers in a professional and courteous manner.
• Researches, compose, design, or edit publications such as brochures, forms, and manuals.
• Performs related work as assigned.

Requirements

• 1 year of experience as an Administrative Professional.
• Experience with Word, Excel and Access.
• Experience in compiling and analyzing data.
• Experience in monitoring and maintaining records using spreadsheet and database applications.
• Experience in preparing monthly reports.
• Experience with interpreting and understanding policies and procedures.
• Experience with prepares and proofreads correspondence, forms, or other documents (for example, letters, memos, travel or purchase vouchers, job announcements) using a personal computer or typewriter.
• Experience maintaining records, files, or logs (for example, administrative, personnel, contract, correspondence forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.

Qualifications

Knowledge of office practices and administrative procedures.

Skills in standard office equipment and software.

Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively, and to train others.

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, train others, and supervise the work of others.

Registrations, Licensure Requirements or Certifications: None

Skills

• 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.

Benefits

The state of Texas offers many benefits to employees. HHSC is a qualifying organization for the Federal Public Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making 120 qualifying monthly payments. We also offer excellent health benefits, a lifetime monthly retirement annuity as well as 401(k) and 457 Programs under the Employees Retirement System of Texas.