Administrative Asst III

2 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Administrative Asst III
The Texas Health and Human Services Commission (HHSC) Medicaid CHIP Services (MCS) department seeks a highly qualified candidate to fill the position of Administrative Assistant III in the Interest List Management (ILM) Unit. Under the supervision of the Interest List Management Supervisor. The position performs complex (journey-level) administrative support work for call center staff who complete intake for Medicaid Waiver programs. Work involves internal administrative support activities such as compiling waiver hotline inquiries and distributing interest list information, monitoring shared mailboxes. Submits and tracks inventory requests, maintaining waiver release files and processing incoming mail. This position works under limited supervision, with moderate latitude for the use of initiative and independent judgement. Essential Job Functions:
Monitors incoming mail daily to include opening, date stamping, scanning, and distributing high volumes of incoming waiver program mail to the appropriate staff. Collects interest list release documents received daily by our unit, scans, and distributes them to the assigned shared mailbox and to the appropriate staff. (25%)
Maintains weekly mass mailouts for notification and annual contact letters. Folds, stuffs, and delivers mail to the in-office mailroom. Submits and tracks envelope inventory requests for interest list weekly mass notification mailouts and waiver release mailouts. Receives and tracks supply deliveries and transports inventory to unit storage and maintains related filing system. (25%)
Performs data entry in CSIL, HEART, and SharePoint or other electronic programs and systems. Maintains assignment logs as needed. Communicates on an intermediate level with others (internally and externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints. (15%)
Monitors shared mailbox, distributes assignments, routes inquiries and documents to appropriate staff for resolution. Composes messages and answers basic questions. (15%)
Schedules unit meetings in Outlook and TEAMS, attends meetings, types meeting agenda and minutes in coordination with unit Supervisor. Completes performance evaluation templates and prepares candidate selection packets. This position communicates unit administrative activities to management, including providing monthly and quarterly reports which document supply volumes and weekly updates on the progress of activities related to mass mailouts. (5%)
Prepares, edits, and proofreads email correspondence, forms, or other documents such as letters, memos, and purchase vouchers for office supplies. Meets with management regarding inventory levels. Submits approved orders electronically to the printing vendor, follows-up as needed and tracks monthly inventory requests for mass mailout documents. (5%)
Maintains filing system for annual contacts and program release documents, to include retrieving or purging files according to the retention schedule, using manual or electronic systems. (5%)
Performs other duties as assigned and required to maintain unit operations as workloads may vary. Demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts through daily internal and external communications. (5%)
Knowledge Skills Abilities:
Knowledge of local, state, and federal laws, rules, regulations, policy and procedures relevant to Medicaid, Long-Term Care Programs or Managed Care.
Knowledge of record management and filing systems, organizational skills, and office management job techniques.
Knowledge of administrative office practices and procedures.
Skill in building and maintaining effective work relationships.
Skill in communicating effectively both orally and in writing.
Skill in use of the following office software applications (word, excel, and outlook).
Skill in use of standard office equipment (Personal computer, printers, copiers, fax and telephone).
Ability to interpret agency rules and regulations and apply them to work problems.
Ability to understand and follow oral and written instructions.
Ability to open, date stamp, sort and distribute incoming mail, reports, documents, and printouts.
Ability to maintain complex records and files.
Ability to prepare and proofread correspondence, forms, or other documents such as letters, memos, and purchase vouchers for ordering on-line office supplies using a computer.
Ability to prepare and proofread correspondence, forms, or other documents such as letters, memos, and purchase vouchers for ordering on-line office supplies using a computer.
Ability to prepare unit monthly reports and maintain records, files, or logs, including filing, retrieving, and purging.
Ability to perform data entry in computer systems.
Ability to organize workloads and set priorities to meet deadlines.
Ability to work under minimal supervision on difficult or complex tasks and maintain accurate files.
Ability to effectively manage time and priorities independently.
Ability to communicate with others (internally or externally) orally and in writing to provide, exchange, or verify information, answer inquiries, address issues, or resolve/report problems.
Ability to establish and maintain effective working relationships with co-workers, and managers in a fast-paced, deadline-oriented environment.

  • Administrative Asst II

    4 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Administrative Asst II Administrative Asst II This position is responsible for performing complex word processing and computer related work with agency forms and compliance correspondence. Interprets instructions and assumes full responsibility for accuracy and completeness of prepared documents and reports. Coordinates, maintains, and...

  • Admin Asst Iv-executive Administration

    2 days ago

    Austin, United States Texas Department of Criminal Justice Full time

    POSTED: 05-13-2024 CLOSES: 05-22-2024 JOB POSTING NO: 051259PP01 PAYROLL TITLE: ADMIN ASST IV EXTENDED TITLE: Executive Administration SALARY: GR. A15 - ($3143.50 / Monthly) VACANCY LOCATION: Austin, TX UNIT/DEPT: Parole Executive Administration PAYROLL JOB#: 717179 - Longevity Pay - Regular Service Retirement - Telephonic Interviews Will Not Be...

  • CPS Legal Asst Admin Asst IV

    3 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: CPS Legal Asst Admin Asst IV The purpose of the position is to perform legal, secretarial and general administrative work for the regional legal offices and/or for local prosecutors who represent the Department. The position provides skilled secretarial support for attorneys who litigate Child Protective Services (CPS)cases. The position...

  • Administrative Asst IV

    5 days ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Administrative Asst IV The Administrative Assistant IV in the HIV Care and Medications Unit (Unit) performs advanced (senior-level) administrative support and technical program assistance work for staff within the Unit, which includes the Medication Data and Analysis Group, HIV Care Services Group, and Texas HIV Medication Group. This...

  • Administrative Asst Iii

    7 days ago

    Austin, United States Health & Human Services Comm Full time

    **Essential Job Functions**: Attends work on a regular and predictable schedule in accordance with agency leave policy.- EJF2. Responsible for keeping program data tracking lists current within program system. Tracking lists include enrollment forms from all incoming volunteers, as well as required annual renewal forms for all active volunteers. Once...

  • Administrative Assistant III

    1 day ago

    Austin, United States ChaseSource Full time

    Job DescriptionJob DescriptionWe are seeking an Administrative Assistant III for a State Agency in Austin, TX.Part-time hours: 4 hours each day (preferably in the morning), Monday – Friday.Flexible start and end times.Responsibilities:Converts paper records into digital images by scanning documents: includes document collection, document preparation, batch...

  • Psychiatric Nursing Asst III

    3 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to...

  • Administrative Assistant III

    3 weeks ago

    Austin, Texas, United States AECOM Full time

    Job Description AECOM is seeking a Administrate Assistant III to be based Austin, TX. • Work includes some of or all of the following: prepares or proofs correspondence, forms, spreadsheets, or documents, schedules meetings, makes travel arrangements, and/or maintains inventory of office supplies. • Familiar with a variety of the field's concepts,...

  • Admin Asst Ii-field Operations

    2 days ago

    Austin, United States Texas Department of Criminal Justice Full time

    POSTED: 05-13-2024 CLOSES: 05-22-2024 JOB POSTING NO: 051361AU PAYROLL TITLE: ADMIN ASST II EXTENDED TITLE: Field Operations SALARY: GR. A11 - ($2588.70 / Monthly) VACANCY LOCATION: Austin, TX UNIT/DEPT: Parole Office PAYROLL JOB#: 722841 722842 722843 722854 722855 - Hazardous Duty Pay - Regular Service Retirement - Telephonic Interviews Will Not Be...

  • Administrative Asst IV

    2 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Performs highly complex administrative support and technical program assistance work. Works under the supervision of the Newborn Screening Unit Director. Provides administrative support for all areas of the Newborn Screening Unit including direct administrative support to the unit physician, and all managers. Responsibilities include...

  • Administrative Asst II

    10 hours ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Under supervision of the Director of the Waivers and Community Services (W/CS) Unit of the Intellectual and Developmental Disabilities Utilization Review (IDD UR) Section of the Health and Human Services Commission (HHSC), the Administrative Assistant II provides (journey-level) administrative support functions with limited latitude for...

  • Administrative Asst Ii

    4 weeks ago

    Austin, United States Health & Human Services Comm Full time

    Under supervision of the Director of the Waivers and Community Services (W/CS) Unit of the Intellectual and Developmental Disabilities Utilization Review (IDD UR) Section of the Health and Human Services Commission (HHSC), the Administrative Assistant II provides (journey-level) administrative support functions with limited latitude for the use of initiative...

  • Administrative Asst II

    3 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Administrative Assistant II – Starting Market Rate Salary $36,.35 Performs administrative duties to include answering the telephone, refers callers to appropriate staff, takes messages, and answers basic questions. Enters data in the state and federal automated reporting systems, conducting technical reviews of all reports in computer...

  • Admin Asst Iv-review and Release Processing

    7 days ago

    Austin, United States Texas Department of Criminal Justice Full time

    POSTED: 04-09-2024 CLOSES: 04-18-2024 JOB POSTING NO: 051194PP17 PAYROLL TITLE: ADMIN ASST IV EXTENDED TITLE: Review and Release Processing SALARY: GR. A15 - ($3143.50 / Monthly) VACANCY LOCATION: Austin, TX UNIT/DEPT: Review and Release Processing PAYROLL JOB#: 717132 - Longevity Pay - Regular Service Retirement - Telephonic Interviews Will Not Be...

  • Administrative Asst I

    3 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Reception/Operator: Are you a skilled communicator with a knack for turning challenging situations into positive outcomes? Health and Human Services (HHS) is looking for a proactive individual to fill the role of Reception Services Associate. In this critical position, you'll be the first point of contact for our fellow Texans in need,...

  • Admin Asst Ii-central File Coordination Unit

    6 days ago

    Austin, United States Texas Department of Criminal Justice Full time

    POSTED: 05-08-2024 CLOSES: 05-17-2024 JOB POSTING NO: 051346PP19 PAYROLL TITLE: ADMIN ASST II EXTENDED TITLE: Central File Coordination Unit SALARY: GR. A11 - ($2588.70 / Monthly) VACANCY LOCATION: Austin, TX UNIT/DEPT: Central File Coordination Unit PAYROLL JOB#: 723353 723354 723356 - Longevity Pay - Regular Service Retirement - Telephonic...

  • CPS PA Admin Asst II

    3 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: CPS PA Admin Asst II The position provides advanced (senior-level) clerical and general office support for the Program Directors of the Child Protection Investigation (CPI) Division. The Clerk works diligently to help maintain smooth office operations by planning, analyzing data, inventory control, assisting with human resource tasks,...

  • Database Administrator

    1 week ago

    Austin, United States Infojini Full time

    Enters codes to create production data base. Selects and enters codes of utility program to monitor database performance, such as distribution of records and amount of available memory. Directs programmers and analysts to make changes to data base management system. Reviews and corrects programs. Answers user questions. Confers with coworkers to determine...

  • Nurse III

    2 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to...

  • Accountant III Payable

    3 weeks ago

    Austin, United States Texas Department of Aging & Disability Services Full time

    Job Description: The Accountant III performs moderately complex accounting work for the Department of Family and Protective Services (DFPS). This position prepares, audits, and reconciles invoices, purchase orders/contracts and receiving documentation through the agency CAPPs. The position is responsible for verifying that all necessary and required...