Administrative Support Specialist II

1 week ago


Houston, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

Administrative Support Specialist II

Under the general oversight of the Program Manager for Waiver Survey and Certification (WSC) within the Health and Human Services (HHS) Long-Term Care Regulatory Services, this role is primarily focused on delivering administrative and clerical assistance to the Regional Office and its professional staff, including the Program Manager and survey personnel of WSC.

This position is responsible for drafting, editing, de-identifying, and disseminating reports as required. It involves completing intricate technical correspondence utilizing Microsoft Windows, Access, Excel, PowerPoint, and the Medicaid CARE System. Additionally, it includes arranging travel for designated personnel, preparing and processing employee reimbursement requests, and maintaining confidential files. Cross-training of staff may also be necessary. Other responsibilities may be assigned as needed. The role also includes answering and directing phone calls, taking messages, and welcoming visitors to the appropriate staff. Daily postal mail checks and forwarding are part of the duties. Signature approvals on documents must be obtained, and technical assistance is provided when applicable. This position serves as an office liaison with other departments.

Key Responsibilities:

Regular attendance and adherence to agency leave policies are essential, along with performing additional duties as assigned.

Responsibilities include compiling information, entering data into databases, de-identifying reports, and conducting quality assurance on reports as directed by the Program Manager. The role involves answering or monitoring the main phone line, coordinating travel arrangements, and managing travel reimbursements. Maintaining databases and tracking systems is crucial, as is coordinating open-record requests with legal staff and other units.

This position supports the unit by managing work orders, ordering supplies, and providing records and information to other units or departments within HHSC.

Coordination of activities and compilation of information related to provider enrollment and various conferences is also part of the role.

Required Skills and Qualifications:
Proven experience in executing complex clerical and/or administrative support tasks with meticulous attention to detail.
Proficiency in word processing and personal computer operations.
Familiarity with spreadsheets and databases.

Strong communication skills to ensure effective customer service, including providing technical assistance or directing inquiries as necessary.

Experience in developing and maintaining both computerized and manual document tracking and filing systems.
Ability to prioritize tasks to enhance the quality and efficiency of service delivery.
Self-motivated and adaptable to changing priorities, with the capacity for frequent and extensive document edits and special projects.
Ability to collaborate effectively with others on projects or documentation.

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