OIEC - Administrative Assistant to First Responder

OIEC is the state agency that helps injured employees with their Texas workers' compensation claims. The agency assists, educates, and advocates on their behalf. OIEC provides services in 20 offices across the state. Agency services include advocacy, customer service, and dispute assistance through OIEC's Ombudsman Program.

Benefits

• 96 hours of accrued vacation a year
• 96 hours of accrued sick leave a year
• 20+ holidays every year
• Career advancement opportunities
• Free parking
• Free comprehensive medical insurance for full-time employees and 50% off premium costs for dependents (state pays other 50%)
• Public Service Loan Forgiveness program

About the role

The administrative assistant to the First Responder Unit works out of the Weslaco office and performs complex administrative and technical support for the First Responder Unit Manager. The unit consists of ombudsmen and customer support staff. May act as unit customer support specialist (CSS). We are looking for someone who is a stellar, self-starter who knows how to prioritize and organize work and see projects through to completion. Must be positive, detail oriented, impartial and maintain confidentiality. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Travel Required: 5%

Responsibilities

• Acts as point of contact for travel for the unit
• Provides assistance on the leave accounting system (CAPPS)
• Maintains the unit Ombudsmen calendars (Outlook and Compass)
• Ensures unit coverage
• Monitors DTS (dispute tracking spreadsheet)
• Coordinates team building for the unit
• Develops and maintains filing systems
• Provides internal communication to unit staff
• Provides back-up on the scheduling function and back-up to monitoring the queue
• May perform CSS duties:
  • Assists injured employees
  • Provides preliminary information and general assistance
  • Documents all customer contact
  • Reviews/logs receipt of forms, incoming mail and faxes
  • Prepares correspondence letters, memorandums, claim folders and reports for the ombudsmen
  • Schedules hearings and meetings for ombudsmen and maintains a docket calendar

Requirements

• Graduation from high school or equivalent
• Eighteen months full-time experience performing administrative/clerical work
• Note: college hours in course work relevant to position may be substituted for experience on a year-for-year basis
• Candidate must reside in Texas or be able to relocate to Texas by the start date
• OIEC does not sponsor or assume sponsorship of an employment visa

Preferences

• Two years administrative assistance experience
• College education
• Workers' compensation experience
• Bilingual in English and Spanish language skills (oral and written)

Skills

• Demonstrated knowledge of:
  • Use of software applications, including Microsoft Word and Outlook
• Demonstrated skill in:
  • Attention to detail
  • Handling and solving problems
  • Data entry and retrieval
  • Records maintenance principles and practices
  • Use of correct grammar, punctuation, and spelling
• Demonstrated ability to:
  • Maintain confidentiality
  • Remain impartial in the office
  • Multitask and meet deadlines
  • Establish and maintain effective working relationships with a variety of individuals and groups including injured employees and fellow staff members
  • Communicate effectively both verbally and in writing with all levels of employees and the public

Military/Veteran Information

Military employment preference is available as per Senate Bill 1376, 88th Legislature, Regular Session, Section 657.002. Documentation must be attached before military preference can be granted, and all personal and/or sensitive information (i.e., Social Security Number, DOB) must be redacted from any attached documents.

To receive a military employment preference for any position, the following documents are required to be submitted with your application, as applicable:

• Veteran: DD Form 214
• Surviving spouse of a veteran who has not remarried: Marriage Certificate and DD Form 1300 or appropriate documentation
• Orphan of a veteran killed while on active duty: Birth Certificate and DD Form 1300 or appropriate documentation
• Spouse of a member of the US Armed Forces/Texas National Guard serving on Active Duty: Marriage Certificate and copy of spouse's active-duty military orders
• Spouse of a veteran with disability and is the primary income for household: Marriage Certificate, Veterans DD Form 214, and VA Benefits Summary Letter showing disability rating

Applicable Military Occupational Specialty (MOS) codes include, but are not limited to: 15P, 42A, 56M, 68G, 420A, AZ, LS, LSS, MC, PS, RP, SN, YN, YNS, 741X, PERS, 0100, 0111, 3372, 3381, 6046, 0170, 4430, 3F5X1, 8A200.