CHW Program Administrative Assistant IV

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.

Brief Job Description:

Under the general direction of the Manager, Community Health Worker and School Health Branch at the Texas Department of State Health Services, performs complex technical and administrative support and program assistance work for the Community Health Worker (CHW) Program. Responsibilities include a variety of administrative duties, including preparation, editing and dissemination of information, filing, mail sorting and distribution, coordinating CHW training and certification application intake and data entry.  Answers phone calls and provides information, routes calls, takes messages and directs calls to the appropriate staff. Prepares materials, takes meeting notes, and tracks meeting tasks and follow-up lists for the CHW Advisory Committee meetings. Orders and maintains supplies, as well as inventory and surplus. Performs other duties as assigned. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):

Provides complex administrative support to the staff of the CHW Program. Sorts and distributes mail and coordinates CHW training and certification application intake and data entry.  Composes, edits, and distributes routine and special correspondence and prepares presentations, reports, forms, faxes and other documents.  Maintains a filing system for the CHW Program according to record retention schedules and converts paper files to electronic records for storage in data system.  Maintains spreadsheets and other tracking documents. Scans photos, compiles data for charts, graphs, databases, summaries, or reports. 40%

Prepares for meetings, including CHW Advisory Committee meetings, by compiling meeting materials and preparing meeting binders, requesting set up for AV system, taking meeting notes, reserving, and setting up conference room. Greets guests and guides them to the meeting location.  Advises on travel policy and arranges travel and travel reimbursement for CHW Advisory Committee members. Coordinates websites updates with the Communciation Teams, including but not limited to posting meeting mintues and webcast links. 20%

Communicates with program staff, the public and other stakeholders in person, by telephone, e-mail, regular correspondence, and fax or over the internet as directed. Prepares, edits, and disseminates reports, forms and documents, as assigned. Research and compiles data, including calculations upon request. Compiles program metrics for the Branch manager and directors. 20%. 

Drafts administrative or technical assistance policies and procedures.  Greets callers and provides information, routes calls, takes messages and directs calls to the appropriate staff.  Researches, composes, designs, or edits agency publications. 10%

Orders and maintains supplies and surplus inventories and print and routes requests for the CHW Program staff. Serves as back up for the CHW and School Health Branch Administrative Assistant, as needed. 5%

 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. 5%

Knowledge, Skills and Abilities (KSAs):

Knowledge of business English, spelling, grammar, and punctuation.

Knowledge of office equipment and software, including Windows, Microsoft Outlook, Microsoft Word, Internet Explorer, Microsoft Power Point, Microsoft Excel, multifunctional copiers.

Knowledge, awareness and sensitivity to cultural diversity.

Skill in composing, editing and preparing correspondence, reports, forms and documents and proofreading written information.

Skill in organizing office record keeping and filing systems.

Skill in communicating with the public in a timely manner.

Skill in analyzing and compiling information for reports.

Ability to research DSHS policies and procedures and communicate information to staff.

Ability to prioritize tasks to meet deadlines.

Ability to work as a team member.

Ability to communicate effectively with customers both verbally and in writing.

Ability to interpret rules, regulations, policies and procedures.

Bilingual in English and Spanish preferred.

Registrations, Licensure Requirements or Certifications:

None required.  

Initial Screening Criteria:

High school graduation or equivalent. 

Experience working within professional office practices and administrative procedures.

Data entry experience. 

Additional Information:

This position may be eligible for part-time telework. 

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