Clerical Administration

Job Description:
Under the supervision of the Immunization Program Supervisor/Hereford, performs routine (journey-level) public health work. Work involves performing routine administrative and technical duties associated with the support of Immunizations, Tuberculosis Elimination, STD/HIV, and Community Health Improvement programs. Work involves disseminating information concerning agency programs/services; scheduling appointments; maintaining records and filing systems; ordering supplies; answering and routing phone calls; taking messages; greeting and directing visitors to the appropriate staff; and performing internal administrative support work. Performs data entry tasks to meet each regional program’s needs. Works under moderate supervision, with limited latitude for the use of initiative and independent judgement. The Community Health Specialist must be Bilingual (English and Spanish) as they will have regular interactions with individuals who have limited knowledge of the English language.

Safe operation of either a state owned vehicle or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy OS-, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety. Must comply with DSHS Immunization policies.
Essential Job Functions:
(40%): Provides administrative support for designated PHR-I clinic. Duties include:
•Answers the telephone in a professional manner, takes accurate messages, and routes calls appropriately.
•Greets and directs visitors to the appropriate staff.
•Communicates in English and Spanish while working with families with limited English proficiency.
•Schedules initial and follow-up appointments.
•Builds, retrieves, and files clinic charts in preparation for client appointments.
•Registers clients to be seen in the clinic utilyzing the appropriate forms according to each program’s format; receives and records immunization history, tuberculosis, STD/HIV, and other health data into the PHR-I records system.
•Maintains all information in accordance with agency and regional policies related to security, confidentiality, PHI, and HIPAA.
•Completes data entry of client information into program’s designated databases and spreadsheets.
•Files client charts after completion in a timely manner.
•Compile and prepare monthly clinic reports and submit by designated due date.
•Receives and distributes correspondence; may respond to routine requests for information using form letters.
•Computer utilization of Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Power Point, Microsoft Windows, Internet, TEAMS, TWICES, VAOS (Vaccine Allocation Ordering System), and ImmTrac2.
•May act as either the Local Office Coordinator or the Back-up Local Office Coordinator for the HHSC building the PHR-1 Clinic is located in.

(25%): Performs immunization program-related duties. Duties include:
•Reviews immunization record history to assist nurse in determining which vaccines the client is to receive according to the CDC Recommended Immunization Schedule; provides the appropriate vaccine information statement and completes the necessary paperwork.
•Performs data entry of immunization records into TWICES and Imm-Trac2.
•Supports immunization travel clinics, to include providing clerical support, packing, setting up and unpacking.
•Assists with vaccine management activities to include conducting a monthly inventory of vaccines, monthly ordering of vaccines, monitoring vaccine expiration dates, and redistributing vaccines to other TVFC providers, or assisting with conducting and completing a monthly vaccine report and forwarding report to the designated regional vaccine management coordinator.
•Responds to the vaccine storage alarm system when activated following DSHS guidelines.

(25%) Supports operations with the Immunizations, Tuberculosis Elimination, STD/HIV, and Community Health Improvement programs for desginated PHR-1 Clinic. Duties include:
•Assists PHR-1 in conducting outreach and awareness of DSHS programs and services available in PHR-1.
•Compiles and distributes brochures and information packets as directed by DSHS clinic nurse or program manager.
•Orders, stocks, inventories, and maintains clinic supplies, administrative supplies, and educational brochures/literature.
•Compiles basic information for inclusion in reports or presentations, which may include the preparation of charts.
•Knowledge of resources in the community that families and/or individuals might be eligible for and refer as identified.
•May be a Certified Child Passenger Safety Technician and/or a Certified Community Health Worker.
•May assist nurse with preparation and set-up of clinic areas and non-nursing delegated tasks with appropriate training.
•May assist with Directly Observed Therapy for TB clients as directed by the clinic nurse as with appropriate training.
•May fill in for other clerical staff at other clinic locations.
•May assist with the transportation of sharps containers, centrifuging of human blood, shipping, or packing clinical specimens, collection/transportation/shipping of animal specimens as assigned.

(10%): Perform other duties as assigned. Duties may include: Public Health Preparedness activities to include training in the POD (Point of Dispensing), RSS (Receiving, Staging, Storage), and ROC (Regional Operations Center) functions; participation in the local, regional, and statewide exercises, and responding in regional emergency situations as needed; 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:
• Skill in communicating fluently in both English and Spanish
• Ability to communicate effectively and fluently both verbally and in writing in both English and Spanish.
• Knowledge of basic office principles.
• Knowledge of community and government service delivery systems and of community resources.
• Knowledge of current immunization requirements and recommendations for infants, children, students, and adults in Texas.
• Knowledge of the Texas Vaccine for Children (TVFC) program.
• Skill in use of various computer software applications including: Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Power Point, Microsoft Windows, Internet, Imm-Trac2, TWICES (Texas Wide Integrated Client Encounter System), VAOS (Vaccine Allocation Ordering System).
• Skill in data entry.
• Skill in inventory management.
• Ability to maintain files.
• Ability to organize, communicate, and present ideas in a clear, concise, and effective manner.
• Ability to work with the public.
• Ability to interact effectively with members of the community (childcare facility directors, school nurses, and school officials)
• Ability to maintain confidentiality of records and information.
• Ability to comply with DSHS immunization policy.
• Ability to interpret and communicate current Texas Minimum State Vaccine Requirements for Students, Texas Minimum State Vaccine Requirements for Child-Care Facilities, and ACIP Recommended Immunization Schedule for schools, childcare facilities, private and public providers.

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