The Professional Relations Administrative Assistant (PRAA) is selected by and accountable to the Professional Relations Unit Manager with the approval of the Medical Relations (MR) Directorate Manager.
The PRAA performs complex administrative support or technical program assistance work to research, resolve and respond to assistance requests from customers. Communicates complex DDS program information to agency staff and the medical community. Responds to routine inquiries, interprets and explains DDS rules, regulations and procedures or refers customers to appropriate staff for assistance. Operates a personal computer and associated software to perform complex typing tasks in order to maintain and update documents, records, spreadsheets, databases, and reports. Accesses e-mail system and automated case processing system (Case Management System) to retrieve, forward, enter, and delete information. Develops and maintains filing and record keeping systems. Assists in compiling and analyzing data and in the preparation of reports. Composes, prepares, and edits routine and special correspondence, reports, studies, forms and documents and routes to appropriate customers. Completes travel vouchers and prepares statistical reports. Assists in disseminating DDS program information to the medical community, DDS employees, and other agency customers. Identifies needs for improvements; assists in developing and writing office operating policies and procedures. Responsible for ensuring adequate office supply inventory is maintained and supplies are ordered in a timely manner. Assists in creating, developing and disseminating program materials, brochures and manuals. Provides training to others, as required. May require occasional travel. Works under general supervision with moderate latitude for the use of initiative and independent judgment. May perform other duties as assigned.
This position occasionally requires work during the weekends, holidays, and before or after normal business hours. DDS employees perform all business functions for SSA, using the federal SSA network and equipment. Homeland Security Presidential Directive (HSPD)-12 security clearance is required.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Participates in the planning and execution of DDS program. Researches, problem-solves, and furnishes technical advice to providers identifying best means for electronic submission of reports and assisting with transmission problems. Obtains delayed or incomplete reports and places providers on a "referral hold" status as deemed appropriate for CEP non-compliance with program requirements. Assesses, researches, and prioritizes work so appropriate action can be taken to resolve complex administrative and technical issues associated with providers, examiners, medical reports, and electronic transmission mediums. Researches to identify barriers and assist in resolving problems related to the incomplete or failed electronic submission of CE reports; communicating with providers and/or their staff.
Establishes standards for customer-focused communication and coordination within areas of responsibility, and with all internal and external associates and customers.
Responds to inquiries for information from DDS staff and external customers regarding DDS rules, regulations, policies, and procedures with concise and accurate information. Assists and advises providers and their staff of DDS procedures in responding to complaints received from claimants and representatives. Provides information regarding processes, forms and formats for replies to Medical Relations reviews. Serves as the liaison with state regulatory boards, requesting and receiving information regarding licensure and disciplinary action information for participating providers, and updating the database for tracking purposes.
Intakes, inputs documentation in database, researches, tracks, trends, and reports Medical Relations claimant complaints against CE providers. Records, tracks, and assists in Medical Relations operational reviews. Assists in collecting, compiling, making calculations, and assisting in data analysis. Assist in the preparation and production of reports to reflect findings.
Develops, prepares, edits, and distributes correspondence, reports, studies, forms, and documents. Prepares, interprets, and disseminates information concerning DDS programs and procedures. Researches, composes, designs, or edits DDS Medical Relations publications such as brochures, forms, and manuals.
Assists in the development of unit administrative or technical assistance policies, procedures, and guidelines. Develops, coordinates, and maintains record keeping and filing systems.
Participates in risk-assessments to facilitate identification of potential fraud, waste, and abuse; assists in devising recommendations for program improvements.
Coordinates work between staff, organizational units of Medical Relations, and DDS.
Develops training materials and trains others.

Knowledge Skills Abilities:
Knowledge of office management principles, practices, and administrative procedures.
Knowledge of medical terminology and medical practice procedures.
Skill in the use of computer and associated software and hardware.
Skill in preparing standard and non-standard correspondence, reports, studies, forms, and documents.
Skill in the application of the principles and rules of grammar, spelling, and punctuation.
Skill in communicating orally and in writing in a concise, accurate, and diplomatic manner.
Skill in collecting and compiling data, developing, preparing, reporting, and maintaining statistical records/files, and producing data summaries.
Ability to use initiative and independent judgment.
Ability to establish and maintain effective working relationships.
Ability to interpret, implement, and apply operational and administrative rules, regulations, policies, and procedures and evaluate their effectiveness.
Ability to adapt to program changes, fluctuating workloads, and special assignments.
Ability to organize job-related responsibilities, establish priorities, and manage time effectively.
Ability to train others.

Registration or Licensure Requirements:
None

Initial Selection Criteria:
1. High School Diploma or equivalent.
2. A minimum of two years administrative experience providing general office support.
3. Experience with medical terminology and medical practice procedures.
4. Experience using documents and spreadsheets to record and track data.
5. Demonstrates the ability to communicate in writing in a concise, accurate, and diplomatic manner.
6. Exhibits a stable work history.

Additional Information:
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have anon-fraud overpayment with an outstanding balance must agree to repay the overpayment balance as a condition of employment.
This position occasionally requires work during the weekends, holidays, and before or after normal business hours.
Individuals selected for positions with the Disability Determination Service (DDS) will go through a complete federal background investigation. A suitability determination by the Social Security Administration is necessary to determine whether an employee can be issued credentials in order to have access to Social Security disability data, records, and systems. The job offer is contingent upon a full suitability clearance through SSA.
Applicants will be assessed through a panel interview.
Consideration will be given to filling additional vacancies that occur during this posting period.
Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits, follow HHS salary administration policy and guidelines and based on the candidate's qualifications. This position may be eligible for a hybrid remote telework schedule if requirements are met and based on the agency's business needs.
Successful applicants must be willing to work in a highly stressful and fast-paced environment, under constant pressure to meet required deadlines.
Current employees promoting into this position will be offered a salary that meets Human Resources salary guidelines for promoting employees. External applicants will be offered a market rate of $3,380.83.
IMPORTANT NOTES:
1) Applicants who fail to follow the written instructions in completing the State of Texas Employment Application may be disqualified.
2) Your application must be complete. It MUST contain dates of employment, job titles, name of employer, name of supervisor, current/final salary, and a description of duties in a way that demonstrates you meet the initial selection criteria at minimum. Missing information may lead to disqualification.
3) Candidates may upload a resume but must have a complete State of Texas Employment application filled out to include summary of experience and duties performed.

MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but are not limited to: 42A,YN,0111,3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information, see the Texas State Auditor’s Military Crosswalk on HHSC’ Veterans Resources page, State Mandated Requirements (Excel Spreadsheet link).