Administrative Asst IV - Director
: Job Details :

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: Administrative Asst IV - Director

Job Title: Administrative Asst IV

Agency: Health & Human Services Comm

Department: General Administration

Posting Number: 1876

Closing Date: 03/26/2025

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Group: TEXAS-A-15

Salary Range: $3,248.00 - $4,837.08

Shift: Day

Additional Shift: Days (First)

Telework: Not Applicable

Travel: Up to 5%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location: Brenham State Supported Living Center

Job Location City: BRENHAM

Job Location Address: 4001 S HWY 36

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:

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence.

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

Under the supervision of the Director of the State Supported Living Center, the administrative assistant performs highly complex administrative staff services support, prioritizes workload, complies with deadlines, and works on multiple tasks with rapidly changing deadlines. Maintains effective working relationships with internal and external customers. Performs a variety of highly complex administrative assistance in support of the Director such as: scheduling, receptionist, disseminating information, compiling reports and assignments and assisting with the maintenance of the filing systems. Position requires tact, diplomacy, and planning to accomplish assignments. Provides technical, human resources and policies and procedures advise to staff. Work is performed under minimal supervision with considerable latitude for use of initiative and independent judgment and ability to multi-task and meet workload schedules and deadlines.

Essential Job Functions (EJFs):

1 Maintains data systems, including performing data entry, retrieval, processing reports, correcting identified entry errors, and other tasks as assigned.

2. Provides quality customer service through receiving and responding to routine telephone calls, emails, faxes, and in-person inquiries regarding departmental/division/agency procedures in a positive and professional manner.

3. Responds to request for information and referral both externally and internally. Requires an intense level of direct contact with customers and the general public responding to inquiries about programmatic process and rules, laws, regulations and procedures.

4. Exercises tact, discretion and judgment responding to inquiries concerning rules and standards. Maintains confidentiality of division and program information at all times.

5. Prepares confidential material, correspondence, memos, reports and complex tables working from a draft and/or transcribed data to be entered on a computer.

6. Drafts responses for routine correspondence as directed by the Director. Proofs, edits, make suggestions for improvement and track correspondence for Director.

7. Maintains calendar, coordinates/schedules meetings, and reviews on a daily basis with Director.

8. Ensures items tracked are approved in a timely manner and assists in routing these documents as appropriate.

9. Works directly with administrative staff at the center in interpreting policies, rules, procedures and providing guidance and technical assistance.

10. Performs other duties as assigned.

Knowledge, Skills and Abilities (KSAs):

Working knowledge of business English, grammar, spelling, punctuation, basic bookkeeping practices, and business math. Knowledge of departmental rules, regulations, policies, and procedures.

Skills:

Skilled in the use of personal computer and software packages (i.e., Word, Excel, FoxPro, PowerPoint, Access, Microsoft Windows), laser printers, Local Area Network, and electronic file maintenance. Skilled in the use of photocopier and fax equipment. Skilled in hard copy and electronic filing systems and records retention concepts.

Abilities:

To apply and interpret departmental rules, regulations, policies, and procedures; to work independently on difficult or complex administrative tasks; to utilize computer equipment/software to independently produce accurate, complex reports, correspondence, tables, slide presentations, charts and spreadsheets; to type accurately from rough drafts and/or transcription equipment; to exercise sound judgment when prioritizing work; to deal with stressful, difficult situations with diplomacy and tact in interactions with both external and internal DADS customers; to maintain pleasant, polite, effective working relationships with superiors, peers, and subordinates.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

1) Two or more years of administrative executive level support in a government agency.

2) Experience working with the public in person and by telephone.

3) Extensive experience with drafting correspondence, preparing spreadsheets and report, and utilization of MS Access database software.

4) Experience scheduling and daily maintenance of MS Outlook calendar for an executive level supervisor.

5) Experience composing, proofreading, and editing documents using Microsoft Word and Outlook.

6) Extensive experience in being attentive to details and instructions given.

7) Experience with effective written communication, correct grammar, and spelling.

8) Extensive experience working with deadlines and sensitive information. Experience preparing, maintaining and interpreting legal documents.

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 Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/ Entities (LEIE).

Males between the ages of 18 - 25 must be registered with the Selective Service.

All State Supported Living Center Employees are subject to Random Drug Testing.

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

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

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-###-####. 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