Administrative Assistant
AUSTIN, 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: Administrative Assistant
Job Title: Administrative Asst III
Agency: Dept of State Health Services
Department: Clinical Chem/Oth Med Scrning
Posting Number: 9393
Closing Date: 10/23/2025
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 5%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 1100 W 49TH ST (DBGL)
Other Locations: Austin
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
Under the supervision of the Biochemistry and Genetics Branch Manager, coordinates and performs Branch and Group administrative activities to achieve efficient administrative management of the Branch office. Duties include administrative support, technical program assistance, customer service, and assistance with special projects. Orders, enters requisitions, and receives supplies, equipment, and reagents. Files, photocopies, scans, maintains, and archives Branch and Group documents and records. Prepares, edits, and distributes correspondence, spreadsheets, documents, and reports. Serves as the Branch's initial point of contact for both internal and external stakeholders. Serves as the Branch liaison for scheduling and setting up training, meetings, interviews, tours, and visits, and other special projects. Coordinates with Branch staff and ensures that critical administrative duties and assignments are completed. Attends Branch and Group staff meetings and prepares minutes when needed. May participates in the interviewing, selecting, training, developing, and assigning of administrative support staff. Works under general supervision, exercising professional knowledge, initiative, and independent judgment.
Essential Job Functions (EJFs):
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
EJF1: (35%) Provides clerical and administrative support. Manages the administrative duties of the Biochemistry and Genetics Branch office. Serves as an administrative assistant for the Branch Manager and provides administrative support for the Group managers, program specialists, team managers, and team leads. Enters, edits, and analyzes data when preparing spreadsheets, reports, and charts. Research items about policy, procedure, training, and purchasing, compiling information and troubleshooting as needed. Performs photocopying, faxing, scanning, sorting, and binding of documents. Attends staff meetings and transcribes technical dictation and minutes when needed. Sorts and distributes mail. Sets up meetings, training, interviews, visits, and tours. Accesses Microsoft Outlook for scheduling the conference room. Greets and escorts visitors and applicants. Informs the interview panel of the applicant's arrival and, if required, escorts the applicant to the formal interview location. Maintains telephone lists for the Branch. Assists in scheduling and travel arrangements. Performs regular updates for the laptops as required. Ensures the printer/fax/copy machines are adequately supplied for daily efficient use. Initiates service calls to the appropriate department for the troubleshooting and repair of office equipment for the Branch.
EJF2: (20%) Provides customer services. Serves as the initial Branch point of contact for internal and external stakeholders. Utilizes customer service knowledge and skills towards internal and external customers and stakeholders. Answers telephones, follows up on voice mails, and routes calls for the Branch and Groups. Interprets inquiries regarding departmental rules, regulations, policies, and procedures. Utilizes appropriate laboratory documents and websites specific to the Branch and Group as resources to provide accurate and professional responses to customer inquiries. Routes technical inquiries to the appropriate laboratory team. Provides Branch and Group management with information about stakeholder perceptions and needs as gathered through contacts.
EJF3: (15%) Provides support for the purchasing process. Assists in entering, submitting, and tracking purchasing requisitions and associated forms for the Branch. Prepares and submits warehouse and laboratory supply requests weekly or as needed. Maintains office supply inventory, organizes supply cabinets and storage closets, and submits office supply orders. Receives and distributes supplies, reagents, and equipment, and ensures items received are complete and correct. Maintains complete and accurate purchasing records, including requisitions, purchase orders, and packing slips.
EJF4: (10%) Maintains a filing system of the Branch documents and records. Organizes, files, and tracks Branch office records. Coordinates record retention activities and archives Branch records and files according to the Laboratory Services Section policy and State Retention Schedule. Manages and tracks usage of branch resources such as laptops and educational material. Organizes, updates, and coordinates the distribution of hard copies of Quality Management policies and procedures. Composes, edits, types, formats, and proofreads correspondence, letters, memoranda, literature, brochures, reports, manuals, and presentation slides using MS Word, Excel, Access, and PowerPoint software, utilizing desktop publishing techniques.
EJF5: (10%) Coordinates administrative personnel activities for the Branch. Plans and participates in the direction of the Administrative Support staff of the Branch. Coordinates and facilitates an office management workflow, which will ensure coordinated telephone coverage and completion of critical administrative assignments. Participates in the interviewing and selection of Branch administrative personnel, training, developing, assigning, and evaluating work for accuracy, format, adherence to policies, timeliness review, and development of procedures and protocols. Coordinates and monitors scheduling and task coverage. Develops and maintains good working relationships with all Branch staff. Serves as backup for the Administrative Assistant II (including telephone coverage). Participates in the development of policies and procedures used to ensure accurate and thorough communication between the support and technical staff of the Branch.
EJF6: (10%) COOP and other special projects. Serves as liaison between Branch personnel and the Laboratory Services Section’s staff regarding team building, training, shared space, and other special projects. Presents project updates to the supervisor. Distributes information on training opportunities to the appropriate Branch personnel. Provides backup telephone support for Laboratory Services Section personnel as scheduled or as needed. 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. Based on your work area, consistently comply with DSHS Laboratory, local, state, and federal guidelines to ensure a safe functioning laboratory.
Knowledge, Skills, and Abilities (KSAs):
Knowledge of Department, Division, and Laboratory Services Section policies, regulations, and procedures and the ability to interpret them.
Knowledge of English grammar and spelling.
Knowledge of basic medical terminology.
Knowledge of modern office practices and procedures, and the use of office machines and equipment. Knowledge of public personnel administration, office management, supervisory and management principles, and the ability to apply those principles.
Knowledge of administrative support operations.
Advanced knowledge of Microsoft applications such as Outlook, Word, Access, Excel, and PowerPoint.
Knowledge of conference room scheduling system.
Ability to participate in the management, including planning and directing of the Branch’s administrative personnel.
Skill in establishing priorities and making technical decisions and recommendations.
Advanced skills in learning and adapting computer programs to specific tasks; typing speed of at least 55 wpm is preferred.
Advanced knowledge in organizational skills.
Skill in exercising independent judgment and being a self‑starter, flexible, and working under minimal supervision. Ability to install administrative procedures and evaluate their effectiveness.
Skill in communicating orally and in writing clearly and concisely.
Skill in participating in interviews and evaluations with both pleasant and hostile applicants/employees and resolving in a harmonious agreement.
Ability to understand complex oral/written directions and instructions.
Skill in prioritizing work and the ability to meet stringent deadlines.
Ability to establish and maintain effective working relationships with a variety of individuals: Branch Managers, Group Managers, Team Managers, peers and subordinates, and other groups.
Ability to participate in the direction and coordination of the work of a large group of employees engaged in a variety of tasks; to analyze and solve work problems and to make decisions and delegate authority.
Ability to deal with stressful situations diplomatically and tactfully.
Ability to provide satisfactory customer service to internal and external customers and stakeholders.
Registrations, Licensure Requirements, or Certifications:
N/A
Initial Screening Criteria:
A high school diploma is required; higher education is preferred.
Two years of Administrative job experience is required.
Additional Information:
N/A
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
Nearest Major Market: Austin