Position Details

Administrative Assistant - TCOOMMI Program

JOB TITLE: TCOOMMI Administrative Assistant

WORKSITE LOCATION: GBC Regional Plaza, 6502 Nursery Drive, Suite 100, Victoria TX 77904

STARTING PAY: $15/HR EEOC CODE: Clerical FLSA STATUS: Non-Exempt

SHIFT: Full Time; Monday through Friday, 8:00am to 5:00pm

JOB PURPOSE:

Provides administrative assistance to the Texas Correctional Office on Offenders with Medical and Mental Impairments (TCOOMMI) program in order to monitor the TCOOMMI Web Application (WebApp) to include client referrals, treatment information, diagnoses, service delivery, and appointment scheduling, reviewing new referral information daily in WebApp, checking caseload sizes to help maintain 15 - 20 consumers per caseload to meet contract requirements, and completing monthly and quarterly reports as required by TCOOMMI.

EDUCATION AND EXPERIENCE:

Required: High School Diploma or GED equivalent.

Preferred: One year experience working in a multispecialty group practice or healthcare system.

ESSENTIAL FUNCTIONS and DUTIES:

  1. Monitors and updates Web App: enters referrals, admission, and discharges.
  2. Monitors SmartCare Electronic Healthcare Record (EHR).
  3. Updates program assignments.
  4. Complete monthly and quarterly reports and any additional reports as needed.
  5. Tracks and monitors caseloads for intensive case management.
  6. Obtains referrals from TCOOMMI, probation, and parole.
  7. Updates and manages multiple excel spreadsheets.
  8. Notifies ICM case managers of any individuals that did not show for psychiatric appointments.
  9. Maintains TCOOMMI web app and completes monthly reports before the 3rd working day of each month.
  10. Maintains accurate records of admission, discharges, and incident reports monthly.
  11. Submits incident reports to TCOOMMI within contract required timeframes.

PHYSICAL REQUIREMENTS and ENVIORNMENTAL CHECKLIST:

Abilities required to perform the essential and marginal tasks of this job: Walking, Operating office equipment, Standing, Operating motor vehicle, Light lifting (under 15 lbs), Sitting, Ability to see, Identify colors, Light carrying (under 15 lbs), Hearing (with aid), Ability to write, Ability to count, Ability to read, Simple grasping, Ability to tell time.

Work site and environmental conditions that apply to this job: Travel by car 10% of time, Inside, Working closely with others, Working alone.

CRED/PRIV REQUIRED: Yes DRIVING REQUIRED: Yes

KNOWLEDGE, SKILLS, ABILITIES, and COMPETENCY:

  1. Communication: Strong written and verbal communication skills to communicate clearly and effectively with strong organizational skills and the ability to interface effectively with all levels of the organization.
  2. Task management: Ability to perform tasks effectively and efficiently and to handle multiple priorities in a confidential environment. Must have strong attention to detail. Ability to plan and schedule work and implement directives without constant supervision. Ability to plan and schedule work and implement directives without constant supervision. Must have good organizational skills to achieve multiple deadlines.
  3. Confidentiality: Ability to maintain a strict standard of confidentiality in handling sensitive information, reports, and correspondence.
  4. Conflict resolution: Ability to solve problems and resolve issues.
  5. Interpersonal skills: Interacts with employees' contractors, customers, community, family members, referral sources, governmental sponsoring and funding entities, program auditors, advocacy groups, and the media. Ability to work collaboratively with a team of staff to accomplish the efficient operation of the program by assisting coworkers, as necessary, to meet client needs and contract requirements with no verified complaints. Ability to work cooperatively and productively with supervisors, individuals, co-workers, and groups of people at all levels of activity, contributing to a strong spirit of teamwork. Ability to establish and maintain effective working relationships with staff, other agencies and the public using tact, courtesy, and good judgment.
  6. Code of Conduct, CORE Values: Work behavior must be compatible with Center's Core Values, Culture, Mission and Vision statements, and Policies and Procedures contributing to an environment of problem solving, building trust, conflict resolution, and customer service. Adheres to the professional, ethical and legal requirements set forth in the Center's business Code of Conduct as well as the Corporate Compliance Plan.
  7. Customer service: Demonstrates appropriate responsiveness to internal/external customer needs.
  8. Dress code: Adherence to Center Dress Code to present a professional appearance and conduct when representing the Center.
  9. Fleet: Completes fleet checklist as required. Report all fleet problems directly to the Program Director within 24 hours of identifying problem. Uses GeoTab key fob in fleet vehicles and maintains road safety compliance.

OTHER REQUIREMENTS OR CONDITIONS:

  1. Current State of Texas Driver License or if you live in another state, must be currently licensed in that state. Liability insurance required.
  2. Must be insurable by Center's liability carrier if employee operates a Center vehicle or drives personal car on Center business. Safe driving record as defined by Gulf Bend Center.
  3. Must have computer experience to include Microsoft Word, Excel (beginner to intermediate level), Outlook, Teams, and Zoom. Ability to type 40 wpm. Ability to operate office equipment (copy machine, fax). Ability to type 40 wpm.
  4. Must complete all training requirements prior to the due date. Attend required training and consortia meetings. Relias training and any other training required for the role is 100% compliant.
  1. Must maintain regular and reliable attendance, including compliance with the telework agreement. This is a full-time position. Days and hours of work are Monday through Friday, 8:00am to 5:00pm or agreed upon hours 100% of the time, to ensure consistency and completeness of the program's processes. Evening and weekend work may be required as job duties demand.

AAP/EEO Statement

Gulf Bend Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identify or expression, or any other characteristic protected by federal, state, or local laws.

This policy applied to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.