Administrative Support Specialist II

2 months ago

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

Administrative Assistant II – Starting Market Rate Salary $36.35

This role involves a variety of administrative responsibilities, including managing phone communications, directing inquiries to the relevant personnel, taking messages, and providing basic information to callers.

Tasks include entering data into state and federal automated reporting systems, performing technical evaluations of all reports within the computer tracking system, and determining the appropriate course of action.

You will be responsible for the preparation, processing, and distribution of federal and state enforcement notification letters and reports as required.

Additionally, you will monitor and review survey reports for all regulated and unlicensed facilities, finalize CMS certification and transmittals for enforcement actions and surveys, and prepare waiver letters.

You will also prepare and distribute documents requested under the Freedom of Information Act and submit them to the appropriate state office.

The state of Texas provides numerous benefits to its employees.

HHSC qualifies for the Federal Public Service Loan Forgiveness Program, which forgives the remaining balance on Direct Loans after making qualifying monthly payments.

We also offer comprehensive health benefits, a lifetime monthly retirement annuity, as well as (k) and other programs under the Employees Retirement System of Texas.

Key Responsibilities:
Maintain a consistent and predictable work schedule.

Possess knowledge in maintaining records, files, or logs (such as administrative, personnel, contract, correspondence forms, documents, purchasing, case files, tracking logs, and files/documents on diskette) including filing, retrieving, or purging.


Familiarity with preparing ongoing or special narrative and statistical reports for Program Managers, Regional Directors, and State Offices.

Maintain the regional Survey Management System database.

Communicate with others (internally and externally) to provide, exchange, or verify information, respond to inquiries, address issues, or resolve problems or complaints.

Conduct technical reviews of all survey and investigation documentation to ensure the accurate preparation of all forms, supporting information, narratives, and reports.


Ensure all documentation adheres to state and federal requirements.

Make necessary corrections to ensure compliance.

Process all state and federal enforcement actions within designated time frames.

Prepare technically accurate state and federal reports, notification letters, administrative penalty notifications, waiver letters, and the CMS Certification and Transmittal.


Determine the appropriate distribution for all actions to meet federal and state requirements.

Enter critical information into state and federal databases regarding scheduling, agency visits, recommendations, and activities to provide accurate data for required internal and public reporting processes.

Responsible for submitting all documentation requested through the Freedom of Information Act, including reviewing files to locate documentation, copying relevant documents, and distributing them within required timeframes.


Other duties as assigned.

Required Knowledge, Skills, and Abilities:
Ability to perform complex tasks related to Federal & State regulations and standards while maintaining attention to detail.

Ability to quickly understand frequent technical changes.

Ability to learn and maintain knowledge of the Long-Term Care Integrated computer system and regional Survey Management System.

Ability to read, comprehend, and apply program technical procedures for processing surveys, enforcement actions, and administrative penalties.

Ability to maintain a high level of confidentiality.

Proficiency and experience with computers.

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