Admin Assistant III

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: Admin Assistant III

Job Title: Administrative Asst III

Agency: Health & Human Services Comm

Department: Motor Pool

Posting Number: 4008
Closing Date: 05/09/2025
Posting Audience: Internal and External
Occupational Category: Healthcare Support
Salary Group: TEXAS-A-13
Salary Range: $2,953.25 - $4,365.66
Shift: Day

Additional Shift: Days (First)

Telework: Not Eligible for Telework

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location: Austin State Hospital

Job Location City: AUSTIN

Job Location Address: 4110 GUADALUPE

Other Locations:

MOS Codes:

0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN

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Brief Job Description:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people's lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan. Apply now to join our team.

Under direct supervision, position performs moderately complex administrative duties and/or technical program assistance work to support operations of the unit. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Coordinates appointments and schedules meetings. Handles travel arrangements, requests, and vouchers for reimbursement. Coordinates personnel files. Provide desktop/technical support assistance to staff. Monitor and initiate purchases of office supplies, training materials, conference registrations. Works under general supervision with moderate latitude for the use of initiative and independent judgment. This position requires regular and solid attendance, will not involve remote or teleworking, and will be normal working hours.

Essential Job Functions (EJFs):

Establish, track, and maintain internal record-keeping systems, ensuring all files are accurate, up-to-date, and securely stored. Manage confidential documents with discretion, facilitating the creation, transmission, reproduction, and appropriate distribution of records in compliance with agency policies and regulations.

Assist with various HR functions in CAPPS, including reviewing and processing employment applications, verifying and balancing timesheets with leave requests, and entering accident reports. Support the onboarding process by guiding new employees through employment forms, requesting necessary equipment such as computers and telephones, ensuring office setup, and facilitating a smooth transition into their roles.

Serve as a key point of contact by communicating professionally and effectively with the public, internal staff, government agencies, and private organizations. Provide timely responses to inquiries regarding agency rules, regulations, policies, and procedures while maintaining a positive and service-oriented approach to stakeholder engagement.

Exercise independent judgment in managing daily office functions, making limited policy interpretations, and ensuring the efficient operation of administrative processes. Adapt to shifting priorities with flexibility, implementing new administrative systems and procedures when directed, and assessing their effectiveness to optimize workflow and productivity.

Organize and coordinate meetings, conferences, and seminars by scheduling, preparing agendas, arranging logistics, and ensuring all necessary materials are available. Facilitate communication before, during, and after events, providing documentation and follow-ups to support successful outcomes.

Gather, review, and analyze documents and data to provide technical assistance and administrative support. Prepare, edit, and distribute official correspondence, reports, studies, and other documents, ensuring accuracy, clarity, and compliance with agency guidelines. Assist in compiling information for audits, compliance checks, and other reporting needs.

Maintain structured and efficient filing systems to support easy retrieval and secure storage of documents. Manage incoming and outgoing communications by answering phone calls, distributing mail, and directing inquires to appropriate personnel. Coordinate workflow between different organizational units, order office supplies and equipment, and ensure the office environment remains organized and functional.

Performs other duties as assigned. 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 and Abilities (KSAs):

Knowledge:

Knowledge of office practices and administrative procedures.

Knowledge of business English, spelling, and grammar.

Knowledge of state travel policy and procedure.

Knowledge of record keeping and filing systems.

Knowledge of HIPPA laws

Skills:

Skilled in written communications.

Skilled in proofreading and editing.

Skilled in verbal communications.

Skilled in time keeping.

Skilled in Microsoft office products.

Ability:

Ability to implement administrative procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively and to train others.

Ability to work independently and as a team member.

Ability to manage multiple projects while meeting timelines.

Ability to prepare correspondence, forms and requisitions.

Ability to implement administrative procedures and to evaluate their effectiveness.

Ability to communicate efficiently and effectively using both written and verbal skills.

Ability to interpret complex rules, regulations, policies, and procedures.

Ability to maintain confidential information and secure documents.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Experience in Microsoft Office.

Three (3) years of work experience in administrative support work or in a technical program area supporting executives.

Additional Information:

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

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