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Administrative Assistant V
2 months ago
Administrative Assistant V works under the direct supervision of the Architectural Review manager with considerable latitude for the use of initiative and independent judgement. This position performs highly advanced (senior level) administrative support work. As Administrative Assistant V, responsible for coordinating and facilitating work, training staff, and performing quality indicator reviews of correspondence and communications of the Unit, plan of corrections for state inspections. Collaborates with management in planning, developing, and implementing architectural review program operations, policies, and procedures. Provides regulatory expertise to health facility licensure applicants by reviewing and approving complex documents required for both licensure and physical plant approvals. Essential Job Functions:
Responds to inquiries, tracks, and routes incoming calls and emails for the unit. Validates staff’s response to stakeholder inquiries in the required timeframe. Teaches staff on intake tracking system. Tracks frequently asked questions (FAQ) and develops, maintains, and distributes the FAQ list to stakeholders. Responds to inquiries regarding administrative regulations, policies, and procedures to public, staff, and other HHSC agencies. Coordinates technical and administrative support functions including proofreading and editing reports and memos, issuance of certified mail, mail distribution, copying, flow of information both internally and externally, and filing. (25%)
Retrieves and assigns plan of corrections (POC) regarding inspection reports to inspectors. Performs quality indicator work reviews about accuracy, timeliness, completeness, and professionalism of POC. Complies written reports and graphs of their performance measures. Creates and maintains a database of active POC. Develops and ensures that program forms, letters, and other documents are current and accurate. (25%)
Coordinates, schedules, and monitors feasibility conferences. Coordinates and participates in routine internal staff meetings by preparing and distributing meeting agendas and writing and disseminating meeting summaries. Works with staff to identify and resolve technical and complex issues and provides training. Acquires training needs and resource materials for inspector survey documents. Prepares technical project summaries containing analyses of lessons learned. Serves as liaison to other state and federal agencies to coordinate emergency disaster reporting. Communicates clearly and accurately with others (internally and externally) to provide, exchange, or verify information, answer inquires, or resolve issues. (20%)
Assists with processing and disseminating the inspection reports to stakeholders to reduce backlog. Complies procedures, draft outline, creates and edits until procedure and policy manual in easily searchable, electronic format for both administrative team and inspector team. Maintains the unit’s procedure manual by collecting, reviewing, and editing data from staff to write new procedures. Writes and distributes program reference materials and brochures. Complies and edits master spreadsheet of licensees, stakeholders, and design firms. (15%)
Performs administrative edits to data in charts and databases. Processes and disseminates correspondence from the inspection reports to the stakeholders. Complies, reviews, proofreads, and edits architectural correspondence for intermediate and final construction inspection reports. Prepares reports and letters regarding inspection surveys. Performs other duties as assigned for smooth daily operations and management objectives. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (15%)
Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures.
Knowledge of project management processes.
Knowledge of customer service skills and phone etiquette to provide excellent customer service.
Knowledge of research techniques and methodology.
Knowledge of quality improvement practices.
Skill in providing guidance to team members and stakeholders.
Skill in working independently and as part of a team.
Skill in identifying measures or indicators of program performance and making recommendations.
Skill in composing, editing, and proofreading correspondence and reports. Technical writing ability to prepare concise reports and business correspondence.
Skill in using appropriate grammar and punctuation.
Skill in composing and editing written correspondence, reports, and forms.
Skill in using and maintaining databases to enter, track, retrieve data, and produce reports.
Skill in using Adobe Acrobat Pro, including creating forms, combining files, editing, exporting, digitally signing, and stamping.
Skill in using Microsoft Office products including Outlook, Word, TEAMS, and Excel.
Skill in organizing and prioritizing workload and meeting deadlines for simultaneous tasks.
Skill in assigning and planning the work of others.
Skill in establishing and managing positive and professional business and working relationships with co-workers, other program personnel, and the public.
