Administrative Asst II - Client Records

Administrative Asst II Performs administrative support work involving disseminating information, preparing correspondence, and maintaining filing systems.
Creates, maintains, and enters information into databases, performs audits and performs complex clerical work as required.
The Administrative Assistant II will assist in maintaining the Electronic Medical Records, assist in preparing and admitting Intakes, along with assisting in discharges from the facility.
Assists in Open Records Requests, Court Subpoenas, and Non-Legal Document Requests.
Works under moderate supervision, with limited latitude for the use of initiative and independent judgement.
Essential Job Functions: 1) Attends work on a regular basis 2) Maintains the Master Record according to the Unified Record Guidelines and Retention Schedule.
3) Maintains the Master Folder Excess which contains any and all documents that are not required to be in the Master Folder.
4) The Record Clerk is responsible for picking up mail from mail room each morning and date stamping each and every page of each document and filing it in the Master Folder or the Master Folder Excess Folder.
5) Responsible for retrieving any and all documents on an individual needed in response to a court order or grand jury subpoena when received.
6) Responsible for ordering all supplies needed for the department from MIMS.
7) Responsible for maintaining the Property Inventory monthly and making sure everything is accounted for.
8) Completes other duties as assigned.
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: 1)Knowledge of general office practices and routine client / medical records.
2) Skill in operation of copy / fax machine and computer.
3) Ability to work independently as well as within a teamwork setting.
Ability to understand and carry out moderately complex oral and written instructions and to make minor decisions in accordance with rules and regulations as they apply to work problems.
4) Ability to accurately maintain the Master Folder on all individuals assigned to the facility.
5)Ability to accurately maintain the electronic records on the local network.
6) Knowledge of IRIS the Electronic Record System.
7) Knowledge of MSS policies and procedures and ICFMR standards relating to client records in a clear and concise manner.
8) Ability to meet and deal with the public.
9) Ability to communicate effectively with c0-workers and staff outside of client records in a clear and concise manner.
10) Ability to solve problems, make decisions , and use good judgement when dealing with critical incidents.
11)Ability to work harmoniously with co-workers and MSSLC staff outside of the department.
12)Ability to demonstrate flexibility and willingness to accept additional responsibilities as the need arises.
13) Ability to complete I Learn training as required.
Physical ability to do the following: Carry large amounts of mail from the mail room to the office.
Knowledge and experience handling legal, and confidential documents.
Registration or Licensure Requirements: N/A Initial Selection Criteria: High school graduate or equivalent is required.
Minimum of 2 years of experience as an Administrative Assistant is preferred.
Experience in Microsoft Office Suite: Outlook, Word, Excel Knowledge preferred.
Additional Information: Requisition Number 600374 Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, 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 State Supported Living Center employees are subject to random drug testing.
Flexibility in work hours may be required for this position.
The position may be required to work overtime and/or extended hours.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
MOS Code: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1.
For more information see the Texas State Auditor’s Military Crosswalk at https://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.
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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