Administrative Asst III- Preparedness Section

Job/Position DescriptionPerforms complex administrative support and technical program assistance for the Preparedness and Epidemiology programs. Manages and maintains schedules and travel arrangements for the Manager. May travel to support regional preparedness and epidemiology responses. Assists with budget reports, warehouse inventory, and data entry. Provides direct assistance with compiling medical reports, preparing technical reports and quality assurance reports. Ensures confidentiality of information in program areas to include personnel and information related to financial/disease reports. Maintains strict confidentiality/compliance of financial records and related documentation. Supports preparedness, epidemiology and medical trainings. Develops and coordinates the implementation of administrative projects/initiatives assigned by the Program Manager. Conducts trainings and presentations supporting preparedness operations. Prepare, review and audit travel reports and Operating Budget tracking reports for the Manager. Supports fleet operations for the program vehicles. Performs work in a professional, responsible and timely manner. May travel within HSR 9 and 10 (32 counties) during emergencies. Works under general supervision with moderate latitude for the use of initiative and independent judgmentEssential Job FunctionsAttends work onsite on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.35% - Preparedness Support-Performs functions requiring the application of technical expertise and specialized knowledge in organizing and implementing administrative activities for Preparedness and Response program. Compiles the Preparedness Health Epidemiology Program (PHEP) grant reports and assists program manager with budget tracking. Assist in asset/inventory control, including procurement processing and tracking for the PHEP Programs. Coordinates arrangements for program meetings, conferences and appointments. Prepares technical correspondence, meeting minutes and creates spreadsheet reports. Monitor and initiate purchases of supplies, training materials, and registrations submitted by requisitions. Tracks and monitors assigned operating unit budgets. Researches, collects, assembles, and summarizes financial and statistical program information in a confidential manner. Assists in work plans, quarterly reports, budget reports and special requests for budget information. Serves in the data management work group. Assists new employees with employment forms, requesting equipment, supplies, and office set-up. 35% - Operations Support-Provides direct support to the ERT/PHP Team with special projects and epi operations which may include working with databases; compiling data; and producing reports. Provide direct support to Epi Operations with lab reports and data entry. Provides administrative support related to emergency response and serves as finance lead at the PHR 9/10 Regional Operations Center. Assist with training activities to include the preparation of materials, coordinating logistics for facilities or meeting locations; liaison work with other agencies and personnel for response activities. Provides training and presentations related to travel, and preparedness activities. Assists with incoming correspondences and routes to appropriate staff. Assists the Epidemiology program in sending out infectious disease reports while maintaining HIPAA standards. Assist with file record retention according to HHSC policies. https://jobshrportal.hhsc.state.tx.us/ENG/CareerPortal/job_profile.cfm?szOrderID=573958 Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.