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.

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Functional Title: Administrative Assistant II 
Job Title: Administrative Asst II 
Agency: Dept of State Health Services 
Department: Region 6/5 
Posting Number: 8574 
Closing Date: 09/10/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-A-11 
Salary Range: $2,694.33 - $3,946.25 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
Telework: Not Eligible for Telework 
Travel: Up to 20% 
Regular/Temporary: Temporary 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: HOUSTON 
Job Location Address: 5425 POLK ST 
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 
 
 

PLEASE NOTE: The posted salary range is the full range for this position. Agency salary policy, budget and candidate’s qualifications will dictate final salary offer. Typically, salary offers are at or near the midpoint of the range, depending on qualifications or other factors.

Provides administrative support for the HIV/STD Program under the supervision of the Program Manager. Duties include processing laboratory reports and surveillance data, entering and tracking information in systems such as THISIS and CMIS, and assisting with documentation related to sexually transmitted infections (STIs) including chlamydia and gonorrhea. This position supports staff with scheduling, data management, and program reporting, while ensuring confidentiality and accuracy of sensitive health information. The role also assists with onboarding new employees and coordinating program activities. Strong organizational, communication, and time-management skills are required. Works under moderate supervision with some latitude for initiative and independent judgment. 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.

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(45%) Performs general office functions including filing of incoming fax documents, routing incoming mail and fax documents to the identified individuals, answering and forwarding phone calls. Fax management will include assisting in the management of physical and digital media, using staff mailboxes and the digitally located Fax440 system. Maintains an up-to-date tracking document of office and programmatic supplies, including office equipment, HIV/STD testing supplies, and approved or preferred vendors for frequently used items. Collaborates with HIV/STD Surveillance and Public Health Follow-Up Team Leads to assess resource usage and allocation to provide reporting on programmatic need. Documents regular inventory of office and clinical supplies and provides detailed report to Program Manager. Serves as point-of-contact for Information Technology issues and requests. Performs data entry and data processing to include budgetary and requisition requirements. 

(20%) Prepares and disseminates information concerning agency programs and services, including upcoming community testing events, opportunities for targeted outreach, and forums for public feedback. Maintains distribution list to include internal and external stakeholders, regularly updated to account for changes in staff or contact information. Collaborates with Program and DSHS leadership to distribute programmatic updates regarding office closures, upcoming events of importance, and training and staff development opportunities. Coordinates the scheduling of meetings, trainings, and conferences that account for all participants’ schedules.

(10%) Corresponds with community partners to ensure relevant and accurate information on programmatic activities are advertised to the public, includes regular communication through telephone calls, email communication, and physical mail. Will provide Program Leadership with detailed summaries on updates, changes, and upcoming events organized by external and internal partners.

(10%) Prepares and edits internal and external correspondence, maintains and edits organizational chart of program staff, completes responses to update reporting entities on requested documentation. Assists in preparing and editing documents required for submission to current or potential funding bodies. Assists Program Manager in ensuring adherence to project and assignment submission deadlines, through maintaining updated calendar of project timelines. At the direction of Program Manager, creates dynamic timelines and provides updates. Disseminates prepared materials to appropriate team members at the direction of Program Manager to ensure timely feedback and edits.

(10%) Coordinates with clinical services staff, Disease Intervention Specialists, and Program Manager to arrange and properly document travel. Organizes and properly files travel documentation, including receipts, flight itineraries, mileage logs, and car rentals. Prepares and distributes detailed reports to Program Manager on completed and upcoming travel details.

(5%) Performs other duties as assigned. Participates in special or supplemental projects for the program. Actively participates and/or serves 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.

Knowledge Skills Abilities:

• Strong written and verbal communication skills.

• Excellent organizational and time management skills.

• Attention to detail with a high degree of accuracy.

• Ability to manage complex filing systems and large volumes of records.

• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and comfort with web-based data systems.

• Basic knowledge of sexually transmitted infections (STIs) such as chlamydia and gonorrhea, including familiarity with related documentation.

• Ability to enter and review data accurately in public health information systems (e.g., THISIS, CMIS).

• Strong problem-solving skills and sound judgment.

• Ability to maintain confidentiality when handling sensitive health and client information.

• Ability to establish and maintain effective working relationships with staff, providers, and community partners.

• Ability to deal effectively with a wide variety of internal and external customers.

• Skills in editing, proofreading, and preparing accurate reports.

• Ability to understand and adhere to agency policies, procedures, and instructions.

• Ability to work independently as well as part of a team.

Registration or Licensure Requirements:

Valid Texas Driver's License.

Initial Selection Criteria:

1. Experience providing administrative support in a public health, healthcare, or government setting.
2. Experience managing complex filing systems, data entry, and records management with a high degree of accuracy.
3. Graduation from a standard senior high school or equivalent.
4. College-level coursework from an accredited college or university (preferred).

Additional Information:

Must follow all agency policies, including immunizations. Must provide transportation, driver’s records verified.

Flexibility in work hours may be required by DSHS for this position. Candidates must be able to travel independently and adhere to agency travel policies. Travel required from main work location in Houston across the 16 counties in Public Health Region 6/5S and to other locations, as necessary, in the State of Texas, including the DSHS main campus in Austin. Travel is usually scheduled in advance to allow for advance planning.

See also the information about the DSHS HIV/STD Program at Texas Department of State Health Services (dshs.texas.gov) as well as federal HIV and STD information at Centers for Disease Control and Prevention (cdc.gov).

In addition to rewarding, meaningful work, DSHS offers a variety of benefits, which can be found at https://ers.texas.gov/Benefits-at-a-Glance, and generous leave based on years of service. A list of State of Texas holidays is available at: http://www.hr.sao.texas.gov/Holidays.

Note: Must be legally authorized to work in the U.S. without sponsorship.  

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