Administrative 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.

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.

Under the supervision of the Assistant Superintendent, the Administrative Assistant III performs complex (journey-level) administrative support work for the combined offices of the Superintendent, Assistant Superintendent, Special Projects Coordinator and Staff Services Officer. This position is responsible for providing excellent customer services to outside visitors as well as assisting staff with any questions they may have. Work involves disseminating information, maintaining filing systems, inputting data and performing internal administrative support work. Provides guidance to others regarding areas of expertise. Provides high-level administrative support for projects. Provides backup for administrative assistants to the Medical Director and Nursing Services. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

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. Must understand that duties, location of work, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. Must understand that the duties may include exposure to blood and other potential infectious material.

Essential Job Functions (EJFs):

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Prepares and disseminates information concerning hospital and agency programs and procedures. Responds to inquiries and explains rules, regulations, policies, and procedures related to areas of expertise. Provides guidance to others regarding areas of expertise and assigned projects.

Provides high-level administrative support for projects. Coordinates several projects on behalf of the Superintendent, Assistant Superintendent, Special Projects Coordinator and Staff Services Officer, including but not limited to maintaining Rusk State Hospital Information Button, support for Employee Council events and serves as newsletter/communication board coordinator. Collects information for external inquiries, performs research, and assists in the development of projects or documents. May prepare and compile presentation and training materials. Enters data into spreadsheets. Prepares and maintains supporting information in Excel, Word, PowerPoint, and SharePoint.

Prepares, edits, and distributes correspondence, reports, forms, and documents. Compiles and enters data for charts, graphs, databases, summaries, or reports.

Performs general office duties such as filing and maintaining a filing system, answering and routing phone calls, provides excellent customer service to visitors and staff that call or come in the Superintendent’s Office and orders supplies using Procard (facility allowed purchases), MIMS (stock inventory systems), and/or CAPPS financial (requests for purchase orders and purchase tracking).

Coordinates meetings, assists with hosting visitor/dignitaries, and takes minutes for standing committees or other meetings as needed.

Manages and maintains managers’ schedules, including making travel arrangements for managers and others.

Performs other duties as assigned to ensure services are provided. 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. Duties, location of work and shift pattern are subject to change as determined by administration to meet department and hospital needs.

Knowledge, Skills and Abilities (KSAs):

Knowledge of office practices and administrative procedures.

Knowledge of Microsoft suite to include Word, Outlook, Excel, Teams and PowerPoint.

Knowledge in standard research techniques.

Skill in the use of standard office equipment and software.

Skill in time management and completing projects accurately and on time.

Skill in prioritizing projects.

Skill in collaboratively with others in a professional manner.

Ability to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others.

Ability to manage complex administrative projects and assignments with general supervision.

Ability to provide excellent customer service.

Ability to follow and implement administrative and human resource procedures.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Minimum 12 months experience in administrative clerical support work, 24 months or greater preferred;

Minimum 12 months experience in MS Word, Outlook, TEAMS, PowerPoint and/or Excel, 24 months or greater preferred.

Minimum 12 months experience with special projects, assignments, and managing multiple tasks with deadlines, 24 months or greater, preferred.

Six months experience supporting multiple executives preferred.

Graduation from a standard senior high school or equivalent.

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 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. Vaccines may be provided. 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.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.