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Administrative Assistant
3 months ago
Job Description:
Performs complex administrative support and technical program assistance for the Preparedness and Epidemiology programs. Manages and maintains schedules and travel arrangements for the Manager. May travel to support regional preparedness and epidemiology responses. Assists with budget reports, warehouse inventory, and data entry. Provides direct assistance with compiling medical reports, preparing technical reports and quality assurance reports. Ensures confidentiality of information in program areas to include personnel and information related to financial/disease reports. Maintains strict confidentiality/compliance of financial records and related documentation. Supports preparedness, epidemiology and medical trainings. Develops and coordinates the implementation of administrative projects/initiatives assigned by the Program Manager. Conducts trainings and presentations supporting preparedness operations. Prepare, review and audit travel reports and Operating Budget tracking reports for the Manager. Supports fleet operations for the program vehicles. Performs work in a professional, responsible and timely manner. May travel within HSR 9 & counties) during emergencies.
Works under general supervision with moderate latitude for the use of initiative and independent judgment
Essential Job Functions:
Attends work onsite on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
35% - Preparedness Support-Performs functions requiring the application of technical expertise and specialized knowledge in organizing and implementing administrative activities for Preparedness and Response program.
35% - Operations Support-Provides direct support to the ERT/PHP Team with special projects and epi operations which may include working with databases; compiling data; and producing reports.
Assist with training activities to include the preparation of materials, coordinating logistics for facilities or meeting locations; liaison work with other agencies and personnel for response activities.
Provides training and presentations related to travel, and preparedness activities. Assists with incoming correspondences and routes to appropriate staff. Assists the Epidemiology program in sending out infectious disease reports while maintaining HIPAA standards. Assist with file record retention according to HHSC policies. Supports fleet operations including log books, fueling, inspections, vehicle services/repairs and monthly fleet summaries. Maintains fleet vehicles in a state of readiness. May deploy to support regional preparedness and epidemiology responses. Assist in annual program inventory at agency warehouse sites.20% - Budget Support-Provides administrative and technical support for the Preparedness and Response Manager. Maintains a detailed filing system for budget and purchases for the cooperative agreement by fiscal year. Creates and updates complex tables and spreadsheets using statistical software. Uses Qualtrics software to run reports and create summaries. Prepares program purchase requisitions, conducts online ordering of supplies and records expenditures in master logs. Maintains accurate inventories for all program equipment and supplies located on DSHS properties.
Tracks and monitors assigned operating preparedness budgets and spending plans; researches and/or collects, assembles, and summarizes financial and statistical information for program manager.
10%-COOP Support-Performs special assignments as requested.Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations activation.
Such participation may require an alternate shift pattern assignment and/or location.Knowledge Skills Abilities:
Knowledge of office practices, procedures, systems, and equipment.
Knowledge of computer information systems and software (Excel and Access).
Knowledge of medical terminology and practices
Knowledge of statistical software
Knowledge of creating spreadsheets and databases
Knowledge of preparing sensitive and confidential documents
Knowledge of HIPAA compliance
Knowledge of Qualtrics software.
Skill in developing and maintaining accurate filing systems.
Skill in preparing letters, memos, technical reports and forms that require proofreading and quality assurance
Skill in developing and implementing complex procedures from general instructions.
Ability to work in group settings and work as a team member.
Ability to drive state vehicles including vans, trucks and cars.
Ability to conduct presentations and trainings.
Ability to work well as a member of a team; exercising tact and diplomacy
Ability to compiles and analyzes data, makes calculations and prepares reports.
Ability to work discreetly, maintain confidentiality of employee information and medical records
Ability to prioritize work, meets deadlines, manage time effectively, organize schedules and use initiative to solve problems
Ability to maintain a high level of discretion when dealing with sensitive/confidential information.
Ability to apply and interpret federal, state, and/or agency regulations, policies, and procedures.
Ability to maintain highly complex records and to prepare reports from a variety of information.
Ability to communicate efficiently and effectively using both written and verbal skills.
Ability to implement administrative procedures and to evaluate their effectiveness.
Registration or Licensure Requirements:
Valid Driver's license.
Initial Selection Criteria:
Accredited college or university coursework in public health, public or business administration, or a related field. (Preferred)
Experience in collecting and summarizing technical data using various software. (1 year required)
Experience with budgets, inventory, and grant management. (1 year preferred)
Experience in provide oral presentations and conducting training. (1 year required)
Experience in data entry.(1 year required)
Travel requirements:
Travel within the State of Texas. (15% day and 10% night).
Additional Information:
Requisition # 573958
*El Paso position is full time onsite position.
- Initial prescreening by phone may be conducted.
- Inbox Examination maybe conducted.
- In person oral/phone interview with interview panel.
- May travel within the State of Texas and driving to the Regions 36 counties
- May work alternate hours other than Monday-Friday 8am-5pm.
- Actively participates in the Regional 24/7/365 on call schedule.
- Valid Driver's license required.
- Will assist in emergency/disaster situations throughout the state.
Note:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1.
. For more information see the Texas State Auditor's Military Crosswalk atHHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. I-9 Form - Click here to download the I-9 form.
Click "apply" to submit resume online to us electronically.
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