Administrative Asst IV

Job Description:
Under the supervision of the Communicable Disease Manager performs advanced administrative and technical support duties for the Communicable Disease teams of Public Health Region (PHR) 8. Monitors contract performance. Receives, reviews, and routes invoices for timely payment. Verifies billings for fiscal accuracy and completeness. Prepares routine, confidential, and special correspondence and reports. Schedules and coordinates program meetings. Conducts initial assessment for contractual services and prepares contracts. Prepares purchasing requisition forms and monitors program expenditures. Ensures program systems are maintained for records retention, processing mail, filing, and stock inventory of program supplies, materials, and literature. Assists the Communicable Disease Manager in monitoring and tracking all program expenses. Maintains spreadsheets of contract, travel, and other operating expenses. Oversees purchase of program equipment and supplies. Updates and maintains databases. Creates and maintains records and the filing system. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. May provide team leadership to other staff. During public health emergencies, including pandemic responses such as COVID-19, all PHR 8 employees are expected to provide related public health or emergency response services. This may include response, recovery, or Continuity of Operations (COOP) activities. Works evenings, holidays, and weekends as requested by the TB program as needed. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions.
Essential Job Functions:
20% ADMINISTRATIVE SUPPORT:Performs advanced administrative and technical support duties for the Communicable Disease teams. Meets routinely with the supervisor to discuss work plans and schedules. Composes or edits complex correspondence, reports, forms, and documents using word processing, database, spreadsheet, presentation, or graphic software. Gathers necessary resource material and prepares audiovisual documents in requested presentation format (i.e. handouts, graphs, charts). Responsible for scheduling appointments, meetings, and conference calls. Provides logistical support including location, TEAMS or conference bridge, etc. Monitors electronic mail for action items and deadlines. Sorts, prioritizes, and categorizes mail, incoming correspondence, faxes, reports, etc. based on urgency and timelines, and distributes promptly and appropriately. Types. Makes copies. Enters data. Performs quality assurance of data. Maintains and updates physical and records retention inventory logs. Works closely with PHR 8 and central office programs. Maintains and stocks adequate office supplies and equipment. Maintains the inventory of office equipment (including computers) and items issued to program employees (including cell phones, cases, chargers, etc). Assesses program needs for software, training, and supplies and places orders. Establishes and maintains electronic and paper filing systems. Tracks staff schedules and ensures adequate program coverage during holidays. Assists with hiring, onboarding, performance evaluations, and training new program staff. Serves as the liaison for the Communicable Disease teams. Supports and promotes agency and regional initiatives. Answers the telephone professionally and courteously. Screens calls or takes a complete message. Prioritizes messages according to urgency. Maintains complete contact information for external stakeholders. Serves as back-up to administrative staff. As scheduled, serves as the receptionist when the Administrative Assistant III is on scheduled or unscheduled leave and for providing lunch and/or break coverage. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions.
20% Data Management:
Provides ongoing support and serves as a backup for data management of surveillance, clinical, and contact investigation activities of Region 8 patients and binational TB patients. Processes incoming faxed reports and distributes them to appropriate staff according to program procedures. Creates data tracking systems including but not limited to tracking suspects, cases, contacts, and daily incoming reports. Receives information/reports regarding TB cases and suspects and ensures data is complete, correct, and entered into the regional and state databases/registries/electronic health record systems per established deadlines. Requests additional information from hospitals, clinics, or correctional facilities, as needed by the treating physician or TB nurse consultant. Maintains regional and state electronic databases of TB patients. Completes case presentation forms, presents cases to treating physician, and follows-up on all orders. Processes interstate and intrastate jurisdictional transfers. On a rotating basis, provides support by responding to calls received through the 24-hour regional after-hours hotline. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions.
20% Reporting and Metric Tracking: Prepares correspondence and reports using Microsoft Word, Excel, Access, Power BI, and other software programs. Assist the Communicable Disease Manager in formulating regional CD policies, updating forms, manuals, reports, action memos, in-services, continuing education applications, workshops, and conferences, and communicating with internal and external stakeholders. Assist the Communicable Disease Manager in responding to Regional and Local Health Operation requests and assignments. Coordinate work of staff by developing procedures, data tracking systems, and filing systems related to security and confidentiality tracking tools, tracking of personnel requirements, electronic filing, record retention, data management systems, supply inventory logs, training logs, web-based employee access logs, pharmacy, and medical records disposition. Ensures that state standards and target activities are being met as outlined in the Texas TB Work Plan, TB program procedures, and SDOs. Tracks, evaluates, recommends, and develops programmatic procedures for improved quality assurance, program delivery, security, and confidentiality of data, data systems, and processes for the region. Ensures compliance with DSHS TB Work Plan, maintains/updates program manuals, and ensures completion of and ongoing tracking of information necessary for completing the TB Annual Progress Report. Attends program meetings and meets with program staff to understand current processes and updates the regional TB Program Manual as outlined in the Texas TB Work Plan. Develops and implements processes and tracking mechanisms to ensure adherence to state and program standards. Collaborates with clinical and surveillance staff to complete QA reviews of patient records and program processes throughout PHR 8, assuring adherence to SDOs, timeframes, and treatment protocols to determine compliance with surveillance/nursing care policies and procedures. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions.
10% CONTRACT MANAGEMENT: Prepares, reviews and manages contracts for Communicable Disease teams. Reviews contractor billing statements for accuracy of services rendered. Prepares billing and purchase vouchers. Assures timely payment to contractors. Maintains electronic files for billing purposes. Maintains a list of contractors and provides to program staff. Follows up with contractors routinely to ensure contracts are received, signed, and returned to the Central Office. Maintains records with encumbered amounts and program expenditures. Develops and coordinates the maintenance of a data tracking system to integrate budget, administrative, and clinical functions (including chest x-ray management). Maintains and tracks contract expenditures, including radiology expenditures. Process contract invoices and submit contracts for renewals as required by the Contract Management Unit. Maintains and balances worksheets for radiology expenditures weekly. Develop effective working relationships with contract radiology providers and provide technical assistance as needed regarding contract status, referrals, radiology reports, expenditures and outstanding payments, and follow-up every month. Actively recruits new contractors in radiology and other clinical services as determined by program needs. Prepares, reviews, and manages contracts for the Communicable Disease program. Responsible for maintaining all programmatic reports/contractual agreements and grant information current, archived, and available for review. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions.
10% EXPENDITURE MONITORING AND REQUISITONS: Prepares and submits to supervisor and weekly program budget and contractual expenditure reports. Oversees purchase of equipment and supplies. Prepares specifications for requests for bids and program purchases. Prepares requisitions, enters into the online system, and monitors through the purchasing process. Receives and distributes purchases per agency policy. Maintains records with encumbered and unencumbered amounts and program expenditures. Develops data tracking systems, proposes and implement strategies for budget planning and forecasting. Tracks program expenditures and reviews budget information with supervisor and the PHR 8 budget office. Reconciles internal financial systems with external systems. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions.
10% TRAVEL: Coordinates travel arrangements for the Communicable Disease team. Makes reservations for flights, vehicles, and hotels. Completes travel vouchers and submits for processing. Ensures all reimbursement requests are accurate and comply with agency travel policy. Reviews vehicle logs for accuracy. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions.
10% OTHER DUTIES: Other duties as assigned include, but are not limited to, actively participating in and/or serving in a support role to meet the agency's obligations for continuity of operations activation. Provide support with Directly Observed Therapy, contact investigation, specimen collection, specimen packaging, phlebotomy, specimen shipping, and provide support with TB surveillance activities and clinical support activities. Such participation may require an alternate shift pattern and/or location. Safe operation of a state, rental or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy and standards developed by the Texas Department of Public Safety. Must comply with DSHS Immunization policy. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions. Knowledge Skills Abilities:
Knowledge of office management principles and practices of administrative procedures
Knowledge of computerized telecommunications and databases
Knowledge of business English, spelling, punctuation, and math
Knowledge of office procedures and equipment
Knowledge of social, economic, and public health issues; of public health laws and regulations and of medical terminology.
Knowledge of medication administration procedures and principles and processes of used in providing appropriate patient care.
Knowledge of Tuberculosis disease process, treatment management, medications, and identifying side effects and adverse reactions.

Skill in data entry
Skill in using a personal computer, including word processing, spreadsheet, database, presentation, and e-mail software
Skill in communicating effectively both orally and in writing
Skill in conducting patient interviews using tact and diplomacy.
Skill in educating patients, suspects, and contacts about tuberculosis transmission, infection vs. disease, and treatment process.
Skill in conducting contact investigations.
Skill in medication administration and responding to potential side effects/adverse reactions.

Ability to function independently and work effectively with others
Ability to provide TB/clinical education to patients and their families professionally, clearly, and compassionately.
Ability to problem-solve, prioritize, plan and execute work utilizing supervisor and consultative resources as needed
Ability to apply time management principles and to plan, establish and meet deadlines
Ability to provide technical support for budget matters (type forms, coordinate information, and prepare purchase orders)
Ability to make travel arrangements and prepare required travel forms
Ability to understand and follow written and oral instructions
Ability to conduct objective, comprehensive situational assessments
Ability to maintain confidentiality
Ability to meet employee immunization recommendations and requirements
Ability to demonstrate initiative and follow-through on assignments
Ability to maintain effective working relationships with the public and the community using tact and diplomacy
Ability to travel
Ability to provide TB surveillance and clinical support services.
Ability to work well and effectively in a team environment.
Ability to collect sputum and carry out phlebotomy.
Ability to provide transportation.

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