What are the responsibilities and job description for the SHSS Program Administrative Assistant position at Texas Department of State Health Services?
Date: Mar 6, 2025
Location:
HOUSTON, TX
DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.
Employee Benefits
DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.
Review our Top 10 Tips for Success when Applying to State of Texas Jobs.
Functional Title: SHSS Program Administrative Assistant
Job Title: Administrative Asst III
Agency: Dept of State Health Services
Department: Region 6/5
Posting Number: 3500
Closing Date: 03/20/2025
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Group: TEXAS-A-13
Salary Range: $3,659.50 - $4,365.66
Shift: Day
Additional Shift
Telework: Eligible for Telework
Travel: Up to 5%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: HOUSTON
Job Location Address: 5425 POLK ST
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
YN,YNS
Brief Job Description
Performs complex administrative support and technical assistance duties for the Specialized Health & Social Services (SHSS) Regional Program Manager and all program staff. Works as a leading team member to provide technical support and training for SHSS staff as needed, including but not limited to new employee orientation, using the office and computer equipment, assisting with travel claims, and ordering and maintaining office supplies. Works closely to provide high-level administrative support and completes multiple tasks for the SHSS Manager, often in representation of/on behalf of the Manager. Organizes work and manages time effectively to compose and edit complex correspondence, reports, documents, and forms using various software programs. Reports and documents include but are not limited to funding proposals, budget requests, organizational charts, calendars, travel reports, and needs assessments. Performs administrative support duties using office equipment, software, and databases. Answers and routes phone calls, communicates professionally, records accurate messages, handles routine requests for information and refers appropriately, faxes, purchases program materials, purchases and maintains general office equipment and supply inventory, and ensures equipment is in good working condition. Provides support to colleagues entering purchase requisitions. Processes and distributes all mail and deliveries, payroll checks and travel checks, with utmost confidentiality. Coordinates planning and logistics for meetings, conferences, and events. Develops and maintains traditional and electronic records and filing systems. Schedules and prioritizes appointments, meetings, and conference calls. Interfaces between the Office of the Directors, agency programs, and the public. Develops and monitors schedules, calendars closely. Anticipates and makes appropriate travel plans, accommodations, and reservations. Required to maintain confidentiality and consistently exude professionalism. Works under general supervision with considerable latitude and expectation for the use of initiative and independent judgment. Assists in responding to public health needs such as disease outbreak and weather emergencies, which might include work beyond typical job tasks, schedule, and location. Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Essential Job Functions (EJFs)
Performs complex administrative support and technical assistance duties for the Specialized Health & Social Services (SHSS) Regional Program Manager and all program staff. Works closely to provide high-level administrative support and completes multiple tasks for the SHSS Manager, often in representation of/on behalf of the Manager. Organizes work and manages time effectively to compose and edit complex correspondence, reports, documents, and forms using various software programs. Reports and documents include but are not limited to funding proposals, budget requests, organizational charts, calendars, travel reports, and needs assessments. Performs administrative support duties using office equipment, software, and databases. Monitors electronic mail for action items and deadlines. Answers and routes phone calls, communicates professionally, records accurate messages, handles routine requests for information and refers appropriately, faxes, purchases program materials, purchases and maintains general office equipment and supply inventory, and ensures equipment is in good working condition. Interfaces between the Office of the Directors, agency programs, and the public. Required to maintain confidentiality and consistently exude professionalism. (60%)
Works as a leading team member to provide technical support and training for personnel on how to operate and integrate office automation equipment and computer software, such as word processing and presentation programs, new computer equipment, and/or scanners. Provides support to colleagues entering purchase requisitions. Provide training to administrative support staff as needed. Composing, editing, typing, and proofreading final drafts of correspondence to assist Regional Program Manager, some in preparation for their signature. Processes and distributes all mail and deliveries, payroll checks and travel checks, with utmost confidentiality. Coordinates planning and logistics for meetings, conferences, and events. Assisting with the arrangements and activities related to hosting and conducting CSHCN Contractors meetings. Schedules and prioritizes appointments, meetings, and conference calls. Taking and transcribing minutes. Responds to and interprets inquiries regarding Agency administrative rules, regulations, policies, and procedures. Develops and monitors schedules, calendars closely. Anticipates and makes appropriate travel plans, accommodations, and reservations. (35%)
Assists in responding to public health needs such as disease outbreak and weather emergencies, which might include work beyond typical job tasks, schedule, and location. (5%)
Knowledge, Skills And Abilities (KSAs)
Knowledge of: professional office management principles and practice; business terminology, spelling, punctuation, grammar, arithmetic, office practices and procedures; the provision of excellent customer service; agency programs, functions, regulations, policies and procedures and the ability to interpret them.
Skill in: the use of office equipment, personal computing equipment and software (such as Microsoft Word and Excel), electronic mail (Outlook), PowerPoint, Internet Explorer, and Visio; organizing equipment, files and administrative materials so they are easily retrieved; responding to emails and calls with professionalism and courtesy; organizing assignments, taking initiative, and working under pressure to meet multiple deadlines.
Ability to: learn and utilize new software, including specialized agency specific programs and databases; attend meetings, take notes, and prepare minutes; understand and follow complex instructions, skill in organizing, planning and prioritizing work, handling multiple priorities and tasks; meet all deadlines, frequently working on items with short deadlines; keep complete records and to prepare accurate reports and/or newsletters from statistical and/or other type of technical and pertinent information; appropriately compose, effective business and technical correspondence and documents, using effective English business writing skills; timely and accurately perform intensive and detail orientated word processing; use initiative to establish and maintain effective professional working relationships; maintain strict confidentiality of records and communications; establish, contribute and maintain effective team relationships and team work products; communicate professionally and effectively, both orally and in writing; abide by agency policies and work rules; use initiative, considerable independent judgment, decision-making and to act appropriately in the absence of supervisory guidance; be flexible and to adapt to change.
Registrations, Licensure Requirements Or Certifications
Valid Texas Driver License is required.
Initial Screening Criteria
Graduation from a senior high school required. College level coursework is preferred.
Experience performing advanced or complex administrative support work is required.
Additional Information
Applicants will be required to complete an in-basket exercise as part of the interview process.
If selected, the employee must possess a current valid Texas Driver License.
If selected, employees are required to follow agency policies to include immunization policies.
Active Duty, Military, Reservists, Guardsmen, And Veterans
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. 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 at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.
ADA Accommodations
In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.
Salary Information, Pre-employment Checks, And Work Eligibility
Location:
HOUSTON, TX
DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.
Employee Benefits
DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.
Review our Top 10 Tips for Success when Applying to State of Texas Jobs.
Functional Title: SHSS Program Administrative Assistant
Job Title: Administrative Asst III
Agency: Dept of State Health Services
Department: Region 6/5
Posting Number: 3500
Closing Date: 03/20/2025
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Group: TEXAS-A-13
Salary Range: $3,659.50 - $4,365.66
Shift: Day
Additional Shift
Telework: Eligible for Telework
Travel: Up to 5%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: HOUSTON
Job Location Address: 5425 POLK ST
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
YN,YNS
Brief Job Description
Performs complex administrative support and technical assistance duties for the Specialized Health & Social Services (SHSS) Regional Program Manager and all program staff. Works as a leading team member to provide technical support and training for SHSS staff as needed, including but not limited to new employee orientation, using the office and computer equipment, assisting with travel claims, and ordering and maintaining office supplies. Works closely to provide high-level administrative support and completes multiple tasks for the SHSS Manager, often in representation of/on behalf of the Manager. Organizes work and manages time effectively to compose and edit complex correspondence, reports, documents, and forms using various software programs. Reports and documents include but are not limited to funding proposals, budget requests, organizational charts, calendars, travel reports, and needs assessments. Performs administrative support duties using office equipment, software, and databases. Answers and routes phone calls, communicates professionally, records accurate messages, handles routine requests for information and refers appropriately, faxes, purchases program materials, purchases and maintains general office equipment and supply inventory, and ensures equipment is in good working condition. Provides support to colleagues entering purchase requisitions. Processes and distributes all mail and deliveries, payroll checks and travel checks, with utmost confidentiality. Coordinates planning and logistics for meetings, conferences, and events. Develops and maintains traditional and electronic records and filing systems. Schedules and prioritizes appointments, meetings, and conference calls. Interfaces between the Office of the Directors, agency programs, and the public. Develops and monitors schedules, calendars closely. Anticipates and makes appropriate travel plans, accommodations, and reservations. Required to maintain confidentiality and consistently exude professionalism. Works under general supervision with considerable latitude and expectation for the use of initiative and independent judgment. Assists in responding to public health needs such as disease outbreak and weather emergencies, which might include work beyond typical job tasks, schedule, and location. Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Essential Job Functions (EJFs)
Performs complex administrative support and technical assistance duties for the Specialized Health & Social Services (SHSS) Regional Program Manager and all program staff. Works closely to provide high-level administrative support and completes multiple tasks for the SHSS Manager, often in representation of/on behalf of the Manager. Organizes work and manages time effectively to compose and edit complex correspondence, reports, documents, and forms using various software programs. Reports and documents include but are not limited to funding proposals, budget requests, organizational charts, calendars, travel reports, and needs assessments. Performs administrative support duties using office equipment, software, and databases. Monitors electronic mail for action items and deadlines. Answers and routes phone calls, communicates professionally, records accurate messages, handles routine requests for information and refers appropriately, faxes, purchases program materials, purchases and maintains general office equipment and supply inventory, and ensures equipment is in good working condition. Interfaces between the Office of the Directors, agency programs, and the public. Required to maintain confidentiality and consistently exude professionalism. (60%)
Works as a leading team member to provide technical support and training for personnel on how to operate and integrate office automation equipment and computer software, such as word processing and presentation programs, new computer equipment, and/or scanners. Provides support to colleagues entering purchase requisitions. Provide training to administrative support staff as needed. Composing, editing, typing, and proofreading final drafts of correspondence to assist Regional Program Manager, some in preparation for their signature. Processes and distributes all mail and deliveries, payroll checks and travel checks, with utmost confidentiality. Coordinates planning and logistics for meetings, conferences, and events. Assisting with the arrangements and activities related to hosting and conducting CSHCN Contractors meetings. Schedules and prioritizes appointments, meetings, and conference calls. Taking and transcribing minutes. Responds to and interprets inquiries regarding Agency administrative rules, regulations, policies, and procedures. Develops and monitors schedules, calendars closely. Anticipates and makes appropriate travel plans, accommodations, and reservations. (35%)
Assists in responding to public health needs such as disease outbreak and weather emergencies, which might include work beyond typical job tasks, schedule, and location. (5%)
Knowledge, Skills And Abilities (KSAs)
Knowledge of: professional office management principles and practice; business terminology, spelling, punctuation, grammar, arithmetic, office practices and procedures; the provision of excellent customer service; agency programs, functions, regulations, policies and procedures and the ability to interpret them.
Skill in: the use of office equipment, personal computing equipment and software (such as Microsoft Word and Excel), electronic mail (Outlook), PowerPoint, Internet Explorer, and Visio; organizing equipment, files and administrative materials so they are easily retrieved; responding to emails and calls with professionalism and courtesy; organizing assignments, taking initiative, and working under pressure to meet multiple deadlines.
Ability to: learn and utilize new software, including specialized agency specific programs and databases; attend meetings, take notes, and prepare minutes; understand and follow complex instructions, skill in organizing, planning and prioritizing work, handling multiple priorities and tasks; meet all deadlines, frequently working on items with short deadlines; keep complete records and to prepare accurate reports and/or newsletters from statistical and/or other type of technical and pertinent information; appropriately compose, effective business and technical correspondence and documents, using effective English business writing skills; timely and accurately perform intensive and detail orientated word processing; use initiative to establish and maintain effective professional working relationships; maintain strict confidentiality of records and communications; establish, contribute and maintain effective team relationships and team work products; communicate professionally and effectively, both orally and in writing; abide by agency policies and work rules; use initiative, considerable independent judgment, decision-making and to act appropriately in the absence of supervisory guidance; be flexible and to adapt to change.
Registrations, Licensure Requirements Or Certifications
Valid Texas Driver License is required.
Initial Screening Criteria
Graduation from a senior high school required. College level coursework is preferred.
Experience performing advanced or complex administrative support work is required.
Additional Information
Applicants will be required to complete an in-basket exercise as part of the interview process.
If selected, the employee must possess a current valid Texas Driver License.
If selected, employees are required to follow agency policies to include immunization policies.
Active Duty, Military, Reservists, Guardsmen, And Veterans
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. 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 at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.
ADA Accommodations
In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.
Salary Information, Pre-employment Checks, And Work Eligibility
- The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
- Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
- DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form
Salary : $3,660 - $4,366
