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Job Description:
Administrative Asst I
Under the direction of the Regional Nurse Manager performs entry-level administrative and technical program support under close supervision and with minimal latitude for the use of initiative and independent judgement. This position provides support for the reduction of vaccine preventable disease through redistribution of vaccines throughout the region including COVID-19, support of recovery activities in the nine regional field offices in the implementation of the One Record Project, as well as providing administrative support for population- based initiatives. Work includes, but is not limited to providing general office duties, operating standard office equipment as well as using specialized software for vaccine tracking and inventory management, phone management, technical assistance to community partners, assistance with record-keeping systems, preparing monthly reports, data entry and supervised program evaluation calculations. Communicates verbally and in writing using appropriate business communication, including grammar and spelling. Employee actively participates in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Must comply with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards. This position requires regional travel.  Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(45%) Works in collaboration with field office clinics, Regional Nurse Managers and the Immunizations Program to re-distribute short-dated vaccine inventory to other clinics and providers following approved transfer to most efficiently utilize vaccine purchased with State and Federal funds including COVID-19 to prevent vaccine preventable diseases and waste in rural areas of Public Health Region 2/3. Serves as a trained provider for Texas Vaccines for Children (TVFC) including completion of annual vaccine training from CDC in order to respond accurately to inquiries and interpret rules, policies and procedures for community stakeholders including school nurses, daycares and parents. Will be trained and responsible for packing and transporting vaccine and clinic supplies, maintaining the cold chain via hourly temperature monitoring and accurate recording. Reports any temperature excursions affecting vaccine viability and will be responsible for follow up with each vaccine manufacturer to determine viability for any excursions while vaccine is within the responsibility of the employee. May provide technical assistance to community providers.

(30%) Will complete training and be proficient in DSHS Record and Retention rules and schedules. Provides support for the implementation of the One Record Project in PHR 2/3 Field Offices by assisting with purging of client records beyond the retention date, reformatting prior records and creating new records with the One Record format in compliance with DSHS Records and Retention Schedule. Ensures program requirements are met and documented. May assist in moving records within the field office. May prepare and transfer records for storage in the central state compository following format and labeling requirements as well as complete request for appropriate record destruction. May compile and perform immunization data entry into statewide databases according to protocol.

(20%) Provides supervised evaluation calculations and spreadsheet recording and reporting for population-based initiatives including, but not limited to tobacco, safe sleep and oral health. Assist field offices with maintaining supplies and required documents in cooperation with the regional office. Compiles and enters data into current databases. Retrieves reports for review in coordination with regional nurse managers and clinic supervisor. Provides general administrative duties.

(5%) Participates in regional assignments/duties/special initiatives. Being required to work other than normal business hours in order to respond to public health emergencies. May require an alternate shift pattern assignment and/or location. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response/recovery/Continuity of Operations activation- requires completion of Incident Command System 100, 200, 700 and 800 courses. Maintains compliance with DSHS Policy, Fleet Operations and Management & Procedures and Standards, and a current valid Texas Driver's License. Maintains compliance with DSHS Immunization Policy: required serologic evidence of immunity to, or documented evidence of vaccination against measles, mumps, rubella, varicella (chickenpox), Tdap, and annual vaccination against influenza (and hepatitis B if applicable).
 Knowledge Skills Abilities:
KNOWDEDGE OF:
Administrative practices and procedures.

SKILL IN:
Providing clerical support; Using office equipment, desktop/laptop computer equipment and software (such as Microsoft Suite applications, Internet Explorer, GoToMeeting, Teams, Micro-soft Forms); Data entry; Safe driving practices; Providing great customer service; Oral and written communication.

ABILITY TO:
Work as part of a team; Effectively communicate within a team and with external clients and customers; maintain confidentiality; Implement administrative procedures; Prioritize workload and meet deadlines; Meet travel demands associated with the position; Work reliably Monday- Friday 8:00 am to 5:00 pm.
 Registration or Licensure Requirements:
Current Class C Texas driver's license
Employee maintains an acceptable driving record that meets the standards developed by the Texas Department of Public Safety (DPS) and safely operates either a state owned vehicle or personal vehicle to conduct state business in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures, and Texas motor vehicle, traffic and driving licensing law.  Initial Selection Criteria:
Graduation from an accredited high school or GED.
A minimum of one-year experience in administrative support.
Experience in Microsoft Office products.
Willingness to travel during business hours.

 Additional Information:
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 DSHS Immunization Policy, you must provide documented serologic evidence of immunity to, or documented evidence of vaccination against measles, mumps, rubella, varicella (chickenpox), Tdap, influenza, and hepatitis B.

Employee must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas Driver License for the appropriate type vehicle.

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.

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: I5P, 420A LS, AZ, 741X, 0111, 6042 and 3F5X1. For more information, see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

 MOS Code:
I5P, 420A LS, AZ, 741X, 0111, 6042 and 3F5X1  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.