Newborn Screen Administrative Assistant III

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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: Newborn Screen Administrative Assistant III 
Job Title: Administrative Asst III 
Agency: Dept of State Health Services 
Department: Newborn Screening 
Posting Number: 9889 
Closing Date: 10/27/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-A-13 
Salary Range: $2,953.25 - $3,200.00 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
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 (RDM) 
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:
Performs complex (journey-level) administrative support work. Works und the Newborn Screening (NBS) Special Projects Manager IV and provides direct administrative support. Responsible for providing routine administrative support for assigned areas of the Newborn Screening (NBS) Unit.. Distribute program information to internal and external customers verbally and in writing. Maintains NBS filing systems and spreadsheets. Helps with the preparation of reports, travel arrangements, supply inventory and ordering, scheduling and preparation for virtual and in-person meetings. Receives incoming telephone calls, faxes, e-mails. Scans and distributes documents for all areas of the Newborn Screening. Works with internal and external vendors. Generate work orders to support copiers, faxes, computers, phones, and other equipment. Assist with on- and off-boarding of employees. Responsible following agency processes to support privacy requirements. Serves as back-up to the unit Administrative Assistant IV.   Works under general supervision of the NBS Special Projects Manager IV with moderate latitude for the use of initiative and independent judgment. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Essential Job Functions (EJFs):

EJF 1 (30%) Provides general administrative and customer support for the Newborn Screening Unit. Creates and edits documents using Excel and Word. Reviews documents for accuracy, grammar, formatting, and accessibility, following agency guidelines. Provides administrative support for Newborn Screening meetings, committees, and training. Receives, analyzes, distributes, and takes proper action for incoming mail, email, and telephone calls for the unit. Scans  and distributes scanned electronic documents to program staff, and enters data from scanned documents into proper databases. Organizes, and distributes information, including educational materials, staff training materials, and policies and procedures.

EJF 2 (20%) Monitors emails and calendar of NBS Special Projects Manager using Microsoft Outlook. Works with manager to evaluates requests and inquiries to decide which are priority matters and alerts accordingly. Keeps Special Projects Manager informed of pending decisions and commitments. Compiles and enters data for charts, graphs, databases, summaries, or reports into DSHS databases. Assist with the preparation of reports. Assist special projects manager with scheduling, records management, and notes.

EJF 3 (20%) Organize and monitors  travel arrangements and prepares travel vouchers and travel reimbursement request for staff; Works with Administrative Assistant IV to monitor supply and completes supply orders for NBS. Coordinates internal and external vendors and DSHS Information Systems to ensure office equipment stays in working order. Generates, sends, and keeps records of work orders to support copiers, computers, phones, or other equipment. Make sure actions are completed. Maintains inventory and orders supplies and equipment as needed. Enters requisitions into the DSHS financial information system with accuracy and timeliness. Tracks orders and documents the accuracy of the order and recipient. Makes sure actions are completed. Maintains a schedule and informs leadership of agency deadlines for sending orders.

EJF 4 (10%) Maintains electronic filing systems and ensures folder access according to policy and procedures. Submits work orders and requests, giving staff appropriate access to shared folders and SharePoint. Maintains employee information in secure folders. Coordinates review of access to shared folders to ensure privacy standards are met.

 
EJF 5 (15%) Coordinates assigned virtual and in-person meetings within the unit, supporting NBS staff as needed. Records, transcribes, and distributes minutes within established time limits as directed by the Special Projects Manager or designee. AssistNBS director  Administrative Assistant IV in maintenance of the master schedule of all meetings. Responsible for making necessary room arrangements and coordinating set-up and audiovisual equipment, and other planning tasks, as needed. Prepares, plans, and prepares handouts and other materials necessary for assigned meetings, as needed. 

 
EJF 6 (5%) Other duties as assigned include, but are not limited to, actively taking part in 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 or location. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:
•    English grammar, spelling, punctuation.
•    Use printers, copiers, fax machines, and phones.
•    Preparation of forms, records, and reports. 
•    State travel policies and procedures.
•    Ordering office supplies and coordinating maintenance of office supply equipment.

Skill in:
•    Verbal and written communications.
•    Answering a multi-line telephone.
•    Writing, proof reading, editing, and formatting high level written reports and correspondence.
•    Using computer and software, including Microsoft Office Suite, Adobe Pro and other spreadsheets, databases, or software programs.
•    Learning computer programs to complete specific tasks.
•    Taking meeting notes and/or transcribing minutes of meetings.
•    Problem solving and attention to detail. 
•    Time management, organizing workloads, and setting priorities to meet deadlines.

Ability to:
•    Work independently when carrying out administrative tasks and with groups of people.
•    Type 50-90 words per minute. 
•    Follow agency writing guidelines.
•    Follow written procedures and job aids.
•    Prioritize work, complete assignments on time, and meet stringent deadlines.
•    Read and interpret agency, division and program policies and procedures.
•    Show problems and suggest or implement solutions when appropriate.
•    Deal with stressful situations in a diplomatic and tactful manner. 
•    Maintain confidentiality when dealing with sensitive information/issues.
•    Work in a team environment.

Registrations, Licensure Requirements or Certifications:Not applicable

Initial Screening Criteria:

Graduation from a standard senior high school (high school diploma)or equivalent. 

Two year’s experience in clerical or administrative support work.

Two year’s experience using Outlook, Microsoft word, excel, PowerPoint and other software programs preferred.

Additional Information: Information on application must say how applicants meet initial selection criteria in the application's summary of experience section. Resumes will not be accepted in lieu of an application. 
Applicants selected for interviews will be required to complete an in-basket exercise. 

Agency salary policy, budget and candidate’s qualifications will dictate final salary offer.

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 15P, 42A, 56M, 68G, 420A, AZ, LS, LSS, MC, PS, RP, SN, YN, YNS, 741X, PERS, 0100, 0111, 3372, 3381, 6046, 0170, 4430, 3F5X1, 8A200. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill.

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