Administrative Assistant III

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.

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Functional Title: Administrative Assistant III 
Job Title: Administrative Asst III 
Agency: Dept of State Health Services 
Department: Region 2/3 
Posting Number: 10270 
Closing Date: 10/28/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-A-13 
Salary Range: $2,953.25 - $3,659.50 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework: Not Eligible for Telework 
Travel: Up to 20% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: ARLINGTON 
Job Location Address: 1301 S BOWEN RD STE 200 
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:

Under the direction of the Regional Nurse Manager performs complex journey-level administrative and technical program support under moderate supervision and with moderate latitude for the use of initiative and independent judgement.  This position provides administrative support of the regional Public Health Nursing Program and Field Offices in Public Health Region 2/3. Work includes, but is not limited to providing general office duties, operating standard office equipment as well as using specialized software for vaccine tracking, creating, and maintaining record-keeping systems, preparing monthly reports, coordination of meetings and travel plans, providing inventory management, planning, and implementing community programs and off-site clinics.  In addition to supporting the regional nursing program, this position will provide support and leadership for the Administrative Staff in the nine Field Offices in the region including training, development of administrative procedures, and representing the Administrative Staff as requested on the Regional Nurse Leadership Team.  This position may provide input into the development of training and orientation of new administrative staff. Must be able to maintain HIPAA compliance.  Employee actively participates in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Must comply with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards.  This position requires travel. Employee must provide transportation.

Essential Job Functions:

Provides administrative support for the Regional Public Health Nursing Program including the maintenance of files and record keeping systems.  Compiles and enters data for the regional training database, satellite clinic charts/summaries and other reports.  Performs general office duties that may include bookkeeping and general human resource work.  Aids in composing, designing and editing forms, manuals or brochures and request appropriate communication approvals.  Coordinates monthly nurse leadership team meetings and quarterly nurse meetings. Coordinates travel and may act as an eTravel preparer. Assist team members with developing and submitting DSHS Advance Rapid Travel (DART) requests as well as other travel concerns. Assist with record retention or purging based on DSHS Records and Retention Schedules ensuring program requirements are met and documented.  Trained in the DSHS purchasing process for the nursing team in compliance with agency procurement policies and procedures including obtaining and submitting quotes, completing and submitting appropriate forms, verifying receipt of purchased goods and/or services. (45%)

Provides clinic and technical assistance for Field Offices. Acts as a trained Texas Vaccine for Children provider to provide additional technical assistance to Field Office Staff.  Maintains up to date training to support administrative clinic operations in the absence of assigned administrative staff including vaccine knowledge, and appropriate financial screening.  Trained and competent in the planning and execution of off-site and clinic-based immunization clinics including immunization data entry into statewide database, ImmTrac2.  Manages the Field Office clerical inventory process including the collection of monthly inventories, filling and shipping requested supplies and coordinating the ordering of supplies with additional programs. Maintains an up-to-date knowledge of community resources and may work with local agencies to coordinate opportunities to increase community awareness about available agency programs and services provided in the field offices or regional office. (30%)

Provides leadership and coordination of Administrative Staff to include pertinent updates to Field Office fiscal processes.  Provides assistance in developing administrative/technical policies and procedures.  Assesses and brings to the forefront specific Administrative Staff training or meeting needs.  Schedules, coordinates and leads the planning and facilitation of bi-annual Administrative Staff meetings.  Attends regional Nurse Leadership Team representing Administrative Staff as requested. (20%)

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. Requires completion of ICS 100, 200, 300, 400, 700, and 800 as preparation. Such participation may require an alternate shift pattern assignment and/or location. Compliance with Fleet Operations and Management Procedures and Standards and a current, valid Texas Driver's License is required. Participates in other regional assignments or program related duties and special initiatives requested by Regional or Central Offices. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of: modern office practices and administrative procedures.

Skill in: using Microsoft Office products, functioning in a culturally competent manner, utilizing exceptional customer service including tact and diplomacy.

Ability to: organize work and mange time while implementing administrative procedures; interpreting  rules, regulations, and  policies; and communicating effectively, push/pull/lift 30#.

Registrations, Licensure Requirements or Certifications:

Must possess a valid Class C Texas Driver’s license or equivalent from another state. This position requires that an employee's driving record be verified with law enforcement to ensure compliance with TDSHS driving policy.

Initial Screening Criteria:

Graduation from standard senior high school or equivalent required

Experience in the use of Microsoft Office products required

Preferred minimum experience of two years in a medical administrative office role

Additional Information:

Employee must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas Driver License for the appropriate type vehicle.

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