Credentialing and Registry Enforcement Administrative Assistant IV
Texas Health and Human Services · Austin, TX
- On site
- Full-time
- $62,400 / year
- Austin, TX
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Job highlights
- Support multiple state enforcement programs.
- Manage data, reports, and communications.
- Ensure regulatory compliance and timely processing.
- Maintain electronic files and databases.
- Contribute to Texas public health and safety.
About the role
About Texas Health and Human Services Commission (HHSC)
Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.
Job Overview
The Credentialing and Registry Enforcement Administrative Assistant IV plays a crucial role in supporting various enforcement programs within HHSC. This position involves performing a wide range of administrative duties to ensure the efficient operation of the unit, including data management, document preparation, and communication with internal and external stakeholders.
Key Responsibilities
- Serve as the unit’s Administrative Assistant to multiple enforcement programs including Nursing Facility Administrator (NFA), Nurse Aide (NA) Enforcement, Medication Aide (MA) Enforcement, Employee Misconduct Registry (EMR), licensed Chemical Dependency Counselor (LCDC), Council on Sex Offender Treatment (CSOT), and Child Care Regulation Administrator (CCRA) Enforcement Programs.
- Perform general administrative duties such as answering phones, referring callers, taking messages, and answering basic inquiries.
- Enter and track data in computer systems, conduct technical reviews of reports, and communicate with team members for appropriate disposition.
- Prepare, process, and distribute federal and state enforcement notification letters and reports as mandated.
- Prepare and distribute documents upon request.
- Coordinate deadlines, scan, copy, mail, fax, and prepare letters or special reports.
- Assist with referral processes for CARE Programs, ensuring referrals meet requirements and are tracked/processed timely.
- Maintain and update electronic files for all CARE programs, including scanning, organizing, uploading, and managing files in shared drives.
- Prepare ongoing or special narrative and statistical reports for management and state office.
- Monitor CARE mailboxes, track incoming referrals, follow up on inquiries, and escalate concerns.
- Update CARE referral logs and schedule/coordinate meetings, drafting meeting minutes.
- Communicate with others internally and externally to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.
- Conduct technical reviews of survey and investigation documentation to ensure accurate preparation of forms, supporting information, narratives, and reports, ensuring compliance with state and federal requirements.
- Process all state and federal enforcement actions within required time frames and prepare technically accurate reports and notification letters.
- Determine appropriate distribution for all actions to meet federal and state requirements.
- Enter critical information into databases regarding recommendations and activities for reporting processes.
- Prepare monthly statistical reports for all credentialing programs and workload tracking.
- Assist in the development of administrative or technical assistance policies and procedures.
- Perform other duties as assigned.
Knowledge, Skills, and Abilities (KSAs)
- Ability to perform complex tasks related to Federal & State rules and standards with attention to detail.
- Ability to quickly comprehend frequent technical changes.
- Ability to learn and maintain knowledge of multiple databases.
- Knowledge of office practices and administrative procedures.
- Skill in using standard office equipment and software.
- Ability to implement administrative procedures; interpret rules, regulations, policies, and procedures; communicate effectively, and train others.
- Ability to identify and devise solutions to operations problems.
- Ability to maintain effective, positive working relationships with internal and external stakeholders.
- Ability to communicate effectively orally and in writing.
- Ability to work effectively independently.
- Ability to maintain a high level of confidentiality.
- Knowledge and experience with computers.
Qualifications
- Experience working with a regulatory program is preferred.
- Two years of previous experience working in an office setting with responsibilities similar to answering phones, referring callers, taking messages, maintaining and monitoring files, and drafting reports.
Benefits and Perks
- 100% paid employee health insurance for full-time eligible employees.
- Defined benefit pension plan.
- Generous time off benefits.
- Numerous opportunities for career advancement.
Key skills/competency
Administrative Support, Data Entry, Regulatory Compliance, Report Preparation, Office Management, Communication Skills, Attention to Detail, Problem-Solving, Database Management, Federal and State Regulations.Skills & topics
- Administrative Assistant
- Credentialing
- Registry Enforcement
- HHSC
- Texas Government
- Regulatory Programs
- Data Entry
- Report Preparation
- Office Administration
- Healthcare Support
How to get hired
- Tailor your resume: Highlight experience with regulatory programs, office administration, data management, and report drafting, aligning with the job description's KSAs and Initial Selection Criteria.
- Craft a strong application: Clearly articulate your qualifications in your online application, emphasizing your ability to handle complex tasks, attention to detail, and communication skills.
- Prepare for interviews: Be ready to discuss your experience with federal and state rules, database management, and problem-solving. Practice behavioral questions related to confidentiality and stakeholder relations.
- Understand HHSC culture: Research HHSC's mission to serve Texans and demonstrate how your skills contribute to their public service goals during the interview process.
Technical preparation
Master office software suites.,Practice database entry and management.,Familiarize with state/federal regulations.,Review data tracking and reporting.
Behavioral questions
Describe handling confidential information.,How do you manage competing deadlines?,How do you handle difficult inquiries?,Share an example of problem-solving.
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Frequently asked questions
- What is the salary range for the Administrative Assistant IV at Texas HHCS?
- The salary range for the Administrative Assistant IV position at Texas Health and Human Services Commission (HHSC) is $3,248.00 to $4,837.08 monthly. The market rate for this specific position is noted as $47,750.64 annually. This provides a good indication of the compensation you can expect for this role.
- What are the primary responsibilities of the Administrative Assistant IV at HHSC?
- The Administrative Assistant IV at HHSC serves as a key support for several enforcement programs. Responsibilities include managing data and reports, preparing federal and state enforcement notifications, maintaining electronic files, coordinating meetings, and ensuring regulatory compliance. You will also handle general administrative tasks like answering phones and responding to inquiries.
- What qualifications are preferred for the Administrative Assistant IV role at Texas HHCS?
- For the Administrative Assistant IV position at HHSC, experience working with a regulatory program is preferred. Additionally, a minimum of two years of office experience is required, with responsibilities similar to answering phones, managing files, and drafting reports. Strong computer skills and knowledge of administrative procedures are also essential.
- Does this Administrative Assistant IV position offer telework options at HHSC?
- This Administrative Assistant IV position may be eligible for telework. However, please note that all HHS positions are subject to state and agency telework policies, and eligibility can also depend on the direct supervisor's discretion and business needs. Specific telework arrangements will be discussed during the hiring process.
- What benefits are offered to employees at Texas HHCS?
- Texas HHCS offers a comprehensive benefits package for full-time eligible employees, including 100% paid employee health insurance, a defined benefit pension plan, and generous time off benefits. There are also numerous opportunities for career advancement within the organization.
- How can I ensure my application stands out for the Administrative Assistant IV role at HHSC?
- To make your application stand out for the Administrative Assistant IV role at HHSC, focus on highlighting your direct experience with regulatory programs, your proficiency in data management and report drafting, and your strong administrative skills. Quantify your achievements where possible and tailor your resume and cover letter to directly address the requirements and desired qualifications listed in the job description.