Administrative Asst Iii

2 months ago

Austin, United States Health & Human Services Comm Full time

Administrative Asst III**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%)-
- 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 standard office equipment (Personal computer, printers, copiers, fax and telephone).- 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 mínimal 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.**Registration or Licensure Requirements**:
None

**Initial Selection Criteria**:
Required experience with computer equipment, including Excel, Outlook, and Word. Preferred experience handling a high volume of assignments in a short period of time.

**Additional Information**:
SALARY NOTE: The posted salary range reflects the minimum and maximum allowable by state law. Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and requirements of HHSC.**MOS Code**:
42A, YN, 0111, 3A1X1HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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