Administrative Asst IV

Job Description:
Administrative Asst IV:

Are you ready to be professionally challenged? Are you looking to be part of a dynamic team of engaged and committed professionals? Then the Health and Specialty Care System (HSCS) may be just the place for you! The State Hospital System, under the HSCS is comprised of nine psychiatric hospitals located throughout the state and one youth residential psychiatric center in Waco. The HSCS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. The hospitals provide state-of-the-art treatment that is recovery-oriented and evidence-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan. Apply now to join our team.

Performs complex administrative support for the Facility Information Management (FIM) Department and other areas in the hospital. Areas of responsibility include creation of user accounts for the electronic health record and submitting requests to local IT for configuration of Local Area Network (LAN) accounts, network permissions, Outlook distribution groups, and other computer applications. Responds to a variety of user requests from across the hospital regarding access to information and computer needs. Compiles and updates various performance indicators, ongoing reports, and presentations. Reviews reports for errors that need correction or for systemic problems that might warrant deeper review and adjustment of work processes. Identifies and seeks correction for various errors in the electronic health record that require correction by clinicians.

Essential Job Functions:
Processes, creates, updates, and terminates user accounts in the electronic health record, including but not limited to assigning user roles, resetting of passwords, and troubleshooting account access. Coordinates the provision of computers for new users following hospital and HHSC IT policy and procedures.

Processes applications for other electronic access including Infoview/BusinessObjects, CARE, CANRS, etc. Tracks account status of all employees, contractors, students, interns, and other non-employees who access electronic applications throughout the hospital.

Identifies correct user permissions for Local Area Network (LAN) access for all facility users. Ensures that all users are in all necessary and appropriate email distribution groups.

Updates various reports related to performance indicators, including Joint Commission plans of correction, CMS plans of correction, Quality Systems Oversight (QSO) plans of correction, and reports for Central Administration.

Organizes and updates graphical presentations for Regional Planning, Performance Improvement, Patient Flow, Staffing Indicators, Overtime Usage, and other presentations developed by the Facility Information Management department.

Prompts clinicians, nurses, and other staff to make corrections in the electronic health record and verifies subsequent compliance. Sends reminders to clinicians and staff to submit required assessments that are late or are coming due.

Performs other duties as assigned to include but is not limited to actively participating and/or serving in a supporting role to meet the hospital's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation including nuclear emergency response drills, exercises and actual response to accidents. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge Skills Abilities:
KNOWLEDGE OF:

• Computer software, especially spreadsheets and databases.
• Organizing and entering data with excellent attention to detail

Ability to:

• Perform logical troubleshooting of issues involving account access, user permissions, and basic computer challenges that users throughout the hospital may experience.
• Run reports and queries in an electronic health record, Crystal Reports, Microsoft Access and Sharepoint, understand the resulting data, and use it in updating spreadsheets, graphics, and/or reports.
• Plan, organize, and coordinate work assignments effectively and efficiently with colleagues and customers throughout the hospital.
• Follow instructions when completing all tasks with a high degree of accuracy and precision.
• Create and maintain detailed, accurate, and precise documentation of work processes.

Registration or Licensure Requirements:
No formal licensure or certification requirements.

Initial Selection Criteria:
1. Work experience in administrative support.
2. Experience that demonstrates competence with spreadsheets and databases.
3. High school diploma.

Additional Information:
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, and HHS OIG list of Excluded Individuals/Entities.

Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

The salary offered will follow HHS starting salary guidelines which are typically made at or near the posted minimum of the salary range.

According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with patients. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor's Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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