Job description
Clerk III
The Incident Management Department Clerk shall be appointed by and serve under the direct supervision of the Director of Incident Management. The IM Clerk will perform assigned organizational support, computer, and clerical duties to assure the division is operated in an efficient, economical and timely manner. The IM clerk will support departmental investigators with gathering information, serve as back up for IMRT minute taker, assist with PI and OIG interviews and perform other duties as assigned.
The Incident Management Department Clerk shall be appointed by and serve under the direct supervision of the Director of Incident Management. The IM Clerk will perform assigned organizational support, computer, and clerical duties to assure the division is operated in an efficient, economical and timely manner. The IM clerk will support departmental investigators with gathering information, serve as back up for IMRT minute taker, assist with PI and OIG interviews and perform other duties as assigned.
Essential Job Functions:
Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Provides technical support, including:
Performs assigned clerical duties for the Director of Incident Management, including:
Type correspondence and distribute as directed.
Enter and track department data in logs using Microsoft programs (Word, Excell, etc.).
Ability to create tracking logs using complex formulas to accurately maintain necessary data.
Take minutes of meetings, including IM department director's meetings, IMRT meetings, Critical Incident Team meetings, Quality Assurance/Quality Improvement Council, and other divisional meetings and distribute in a timely manner.
Photocopying, sorting, scanning, and distributing documents as required on a daily basis.
Completing departmental work orders and property management.
Ensuring telephone services for the Division.
Ensuring contacts and interviews are made and arranged for Provider Investigation and the Office of Inspector General.
Must be able to pass an extensive criminal background and credit history check to obtain access to the National CANRS system for data entry/retrieval.
Serves as a resource person for computer questions/applications within the Departments supervised by the Director of Incident Management, in-services staff as needed, and provides follow-up to problems and questions.
Completes required documents for department expenditures, oversees all travel arrangements for departmental staff, and ensures building compliance with Life Safety Code regulations.
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.
Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Provides technical support, including:
Performs assigned clerical duties for the Director of Incident Management, including:
Type correspondence and distribute as directed.
Enter and track department data in logs using Microsoft programs (Word, Excell, etc.).
Ability to create tracking logs using complex formulas to accurately maintain necessary data.
Take minutes of meetings, including IM department director's meetings, IMRT meetings, Critical Incident Team meetings, Quality Assurance/Quality Improvement Council, and other divisional meetings and distribute in a timely manner.
Photocopying, sorting, scanning, and distributing documents as required on a daily basis.
Completing departmental work orders and property management.
Ensuring telephone services for the Division.
Ensuring contacts and interviews are made and arranged for Provider Investigation and the Office of Inspector General.
Must be able to pass an extensive criminal background and credit history check to obtain access to the National CANRS system for data entry/retrieval.
Serves as a resource person for computer questions/applications within the Departments supervised by the Director of Incident Management, in-services staff as needed, and provides follow-up to problems and questions.
Completes required documents for department expenditures, oversees all travel arrangements for departmental staff, and ensures building compliance with Life Safety Code regulations.
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:
Training in the use of office machines, including computer, calculator, transcription machine and copy machine.
Ability to type at least 60 words per minute accurately.
Working knowledge of Business English, spelling, punctuation and arithmetic.
Proven ability to communicate verbally and in writing in a clear and concise manner.
Ability to enter data into the computer using the appropriate software, including Microsoft Word, Excel, Access, Power Point, other related Office components and assist with creating and implementing Access databases and EXCEL spreadsheets for data collection in various facility departments.
Knowledge of ICF-MR survey methods.
Ability to compose letters and memorandums.
Proven ability to deal with the public in a pleasant and effective manner, and work harmoniously with coworkers.
Proven ability to demonstrate flexibility and willingness to accept additional responsibility as the need arises.
Physical ability to be mobile and travel to assigned locations.
Physical ability to read a large amount of information in a timely manner.
Ability to make sound judgmental decisions and apply knowledge of departmental rules in a fast paced and often stressful environment.
Ability to work under pressure of deadlines, including working beyond regularly scheduled hours and frequently with little to no oversight.
Training in the use of office machines, including computer, calculator, transcription machine and copy machine.
Ability to type at least 60 words per minute accurately.
Working knowledge of Business English, spelling, punctuation and arithmetic.
Proven ability to communicate verbally and in writing in a clear and concise manner.
Ability to enter data into the computer using the appropriate software, including Microsoft Word, Excel, Access, Power Point, other related Office components and assist with creating and implementing Access databases and EXCEL spreadsheets for data collection in various facility departments.
Knowledge of ICF-MR survey methods.
Ability to compose letters and memorandums.
Proven ability to deal with the public in a pleasant and effective manner, and work harmoniously with coworkers.
Proven ability to demonstrate flexibility and willingness to accept additional responsibility as the need arises.
Physical ability to be mobile and travel to assigned locations.
Physical ability to read a large amount of information in a timely manner.
Ability to make sound judgmental decisions and apply knowledge of departmental rules in a fast paced and often stressful environment.
Ability to work under pressure of deadlines, including working beyond regularly scheduled hours and frequently with little to no oversight.
Registration or Licensure Requirements:
N/A
N/A
Initial Selection Criteria:
Graduation from an accredited high school or GED, plus two (2) years of work experience in a field related to the duties of the position. One (1) year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year for year basis. Completion of secretarial/clerical Blue Pin OR five years secretarial experience in a field related to the duties of the position. Experience completing clerical duties in an Incident Management or similar setting and/or familiarity with ICF/IID rules and regulations preferred.
Graduation from an accredited high school or GED, plus two (2) years of work experience in a field related to the duties of the position. One (1) year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year for year basis. Completion of secretarial/clerical Blue Pin OR five years secretarial experience in a field related to the duties of the position. Experience completing clerical duties in an Incident Management or similar setting and/or familiarity with ICF/IID rules and regulations preferred.
Additional Information:
Requisition Number 558642
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, 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 new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.
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.
COVID-19 Precaution(s):
Personal protective equipment required and provided
Temperature screenings
Social distancing guidelines in place
Sanitizing, disinfecting, or cleaning procedures in place
Vaccines available for employees
Requisition Number 558642
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, 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 new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.
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.
COVID-19 Precaution(s):
Personal protective equipment required and provided
Temperature screenings
Social distancing guidelines in place
Sanitizing, disinfecting, or cleaning procedures in place
Vaccines available for employees
MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 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.
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
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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