Administrative Assistant II

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.

Job Description:

Under the direct supervision of Program Supervisor and overall direction of the Program Manager of Specialized Health and Social Services (SHSS), the Administrative Assistant II performs routine (journey level) administrative support for program staff. Prepares client files when intakes are received. Maintains and creates client logs on intakes. Assists with staff inventory items as well as promotional items for the program. 

Conducts switchboard coverage, greeting and directing visitors to appropriate staff, disseminates information as needed. Responsible for the mail system when on rotation. Coordinates administrative assistance meetings and trainings. Ensures that all office systems are appropriately maintained such as picking up mail, stamped faxes, paper in copiers, greet clients in person and other office and clerical duties.  May provides guidance to other administrative assistance in the program. Works collaboratively with public health staff in the event of a regional or state disaster. Provides monthly records to Supervisor as needed. Provides 24/7 coverage and other COOP emergency services when needed on rotation and performs other duties as assigned. Maintains confidentiality and maintenance of program filing systems. 

Essential Job Function:

(40%) Administrative Support

Description: Receives incoming calls. Responds to inquiries for program information. Greets and receives requests from walk-ins regarding program information. All tasks are performed expeditiously, with courtesy and with a professional appearance and demeanor. Creates, prepares and edits flyers, brochures and spreadsheets for program needs, such as upcoming outreach events, conferences or workshops. Prepares, organizes, and coordinates travel for assigned program staff and in some instances request travel reimbursement for program staff. Compiles office requests, prepares and create cost pool order of items needed at the office. Assists with other administrative duties as assigned. 

(35%) Program Support

Description: Maintains inventory of case management marketing materials. Assists with keeping warehouse inventory updated when assets are removed or replenished. Assists with maintaining materials in warehouse in a clean orderly fashion. Assists with making packets and materials for provider training events, visits and or conferences.  Create client files when new intakes are received and files cases when they have been closed. Capture all faxes, intakes and disseminate them to the proper personnel as they come in. Maintains logs and records of all created client files. Mails out renewal notice letters to clients and providers according to program specific timeframes. Uploads documents and enters communication logs in electronic health record (CMIS) for any client related tasks completed. Completes pre-cursory process for all new and renewing cases and forwards documents to Quality Assurance staff for processing. 

(20%) Travel & Reporting

Description: Responsible for reporting all SH&SS activities to meet regional program goals and objectives and reporting to Program Supervisor and/or Case Manager Coordinator. Ensures that all case related, and community activities are properly documenting in the electronic health record system (CMIS). Provide monthly reports to Program Supervisor and Manager on staff workloads as directed. Maintain logs for community events throughout the year. Record all other tasks completed, work events, in appropriate database as determined by central office or regional needs (SHSS Task Reporting Qualtrics system). Reports and enters all travel information in a timely manner. 

(5%) Adherence to policy & Other Duties as assigned.

Description:  Assist with programmatic processes for upcoming events and conferences. Complete program tasks as needed. Maintains an acceptable driving record, a valid class C Texas driver’s license, and professional license. Maintains working knowledge of Human Resources, Information Technology, Administrative Policy and Program Policy. Completes all Public Health Emergency Response, COOP, and the 24/7 emergency hotline coverage. Reports time, labor and travel information in a timely manner. Assists or responds to Public Health Emergency Response when needed. Other Duties as assigned.

Registrations, Licensure Requirements or Certifications:   

Must possess a valid Class C Texas driver’s license, or equivalent license from another state. 

Knowledge Skills Abilities:   

Knowledge of office practices and administrative procedures

Knowledge of Microsoft Office Suite, which include, Word, Excel and Powerpoint

Skill in use of electronic data and word processing equipment as well as software, including Windows, Excel, internet, email, etc.

Skill in typing, filing, planning, organizing, data collection, and reporting

Skill in communication with colleagues, community stakeholders & clients

Ability to learn, interpret and apply complex and frequently changing program rules, policies and procedures.

Ability to interpret and disseminate information to medical providers, other agencies and the public

Ability to provide technical assistance and quality assurance.

Ability to set up booths at health fairs, and conferences.

Ability communicates effectively verbally, orally (including public speaking) and in writing

Ability to establish and maintain effective working relationships with supervisor and co-workers.

Ability to interact with the public in a professional manner

Ability to work effectively with external and internal customers.

Ability to analyze and solve work related issues and make sound decisions.

Initial Screening Criteria:  

Experience in Administrative Support. 2 years preferred, 1 years minimum                                  

Experience and knowledge of Office practices and procedures. 2 years preferred,           

1 years minimum
Experience with customer service. 2 years preferred, 1 years minimum
Experience in use of computers and related office equipment, including the use of Office Suite, spreadsheets, databases and databases and presentation software.  2 years required, 1 years minimum
Experience in Oral and Written Communication. 4 years preferred; 2 years minimum.

Additional Information:    

PLEASE NOTE: Your application must be complete. It MUST contain dates of employment, job titles, name of employer, name and phone number of supervisor, current/final salary, and a description of duties performed in a way that specifically demonstrates you meet the initial selection criteria at minimum. Missing information may lead to disqualification. RESUMES DO NOT TAKE THE PLACE OF THE REQUIREMENT TO INCLUDE INFORMATION ON THE APPLICATION NOR FOR SUPPLEMENTAL CONSIDERATION IN MEETING INITIAL CRITERIA (“See Resume” is not acceptable on the application). Resumes attached and/or pasted into the resume field may not be considered equivalent to the State Application.

You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form. HHS agencies use E-Verify.

In compliance with the Americans with Disabilities Act (ADA), HHS 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 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. 

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