Administrative Asst II - Terrell, United States - Texas Department of Aging & Disability Services

Description

Job Description:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people's lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need.

If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

The Administrative Assistant II-Medical Records position is an advanced level administrative assistant that supports 2 management personnel and the Medical Records Department.

(which includes Medical Records, PALS & Unit Clerks) Planning, organizing workloads and schedules, filing of paper and electronic documents, excellent follow through skills, attention to detail, and initiative are a must.

Advanced skills in Microsoft Office software, and the ability to learn new programs/systems and software is required.

Monitoring of department personnel training, purchase order processing, travel coordination, excellent verbal and written communication skills, manual and policy writing skills, forms creation and management, meeting coordination and agenda and minute transcription, data compilation, charting and graphing are areas of responsibility.

A working knowledge of HIPAA law, Joint Commission, CWS, and the State purchasing software and procurement processes is preferred. Confidentiality is critical.

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EJF 1.

Support department management staff by assisting in planning their assigned tasks and organizing work; maintain appointment calendars and meeting folders; Medical Records conference room schedule; monitor phones and route messages; submit time sheets; track deadlines and send reminders; prepare drafts of documents to facilitate readiness; set up interview schedule; and perform clerical/support duties as needed for management staff.

EJF 2.

Create, maintain, and distribute forms as requested and approved by the Director and/or committees.; type correspondence, reports, graphs, charts, and tables as needed for the department; develop, coordinate, and maintain filing system for department correspondence, minutes, reports, etc.; maintain the Medical Record Department Manual and SOP documents when revised.

EJF 3.

Ensure the department is compliant with Terrell State Hospital's facility minimum training and job description/evaluation requirements for new and existing Medical Records staff; process all purchase requests for the Medical Records department and additional departments as requested; maintain a working knowledge of credit card, purchase requisition, and Warehouse ordering systems; bring to management's attention any unusual requests and/or spending trends.

EJF 4.

Complete travel requests and vouchers in an accurate and timely manner for all Medical Records staff; back-up the court liaison and other court office functions as needed; focus on continuous quality improvement throughout the department's processes and bring to the Director and Assistant Director's attention areas where streamlining and/or automation of processes can be leveraged; perform special projects as assigned; inform supervisor of potential work related problems and/or work related vital information.

EJF 5. Perform all job duties with a team-oriented style. Possess high level professional interpersonal skills. Attend work regularly and promote a positive and open work environment that supports and promotes creative and cohesive teamwork. Demonstrate ability to work with a variety of personalities in positive ways. Demonstrated ability to maintain confidentiality in all aspects of job.

EJF 6.

Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Such participation may require an alternate shift pattern assignment and/or location.

Knowledge Skills Abilities:

• In depth knowledge of general clerical procedures, office administration, and of spelling (achieve 85%+ on spelling test), grammar, and punctuation.
• alpha and terminal digit filing systems experience is preferred.
• Skill in using personal computer (achieve 40 WPM and 90% accuracy on typing test) and accompaning software (Word, Excel, Outlook) and office equipment (fax, phone, copier, etc). Ability to demonstrate intermediate skill level in creating Word documents, Excel spreadsheets, and database software skills.
• Experience in CWS and AVATAR systems and knowledge of the HIPAA laws, and Joint Commission compliance is preferred.
• Possess the ability to both prepare and analyze data.
• Be able to implement and execute multi-task assignments with moderate latitude of independence.
• Demonstrate the ability to make quick, sound decisions based on the principles and vision of the Director.
• Ability to multi-task, be detail oriented, possess highly developed organizational and follow through skills, and learn quickly.
• Must conduct self at all times in a professional manner while interacting with internal and external customers and patients.
• No instances of a confidentiality breach.
• A background with an advance level office administrative assistant experience is preferred
• Established experience in the State travel, procurement, and supporting a plus