Administrative Asst II - Quality Assurance Admin Asst

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Brief Job Description:

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. 

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

The Administrative Assistant II supports the daily operations of the Quality Assurance Department while also providing back-up support to the Director, ADoP and ADoA Office.

Performs routine administrative support such as data input into established databases, updating logs/schedules/calendars, maintaining files, updating informational postings. Work includes but is not limited to data retrieval, maintenance of shared electronic files, committee support, updating manuals, policy distribution and tracking, greeting callers and visitors, answering general questions, and directing customers to proper staff. Schedules and coordinates meetings and appointments; prepares agendas for meetings; records, compiles, transcribes and distributes minutes of meetings. Prepares and modifies documents, reports, drafts, and memos. Performs moderately complex administrative support and technical program assistance.

Backup support will include participation in the daily Incident Management Review Team (IMRT) meetings as well as being trained to support the campus inventory functions.

The Administrative Assistant II works under the general guidance and supervision of the Director of Quality Assurance with additional input from the Director, ADoP & ADoA for assigned duties.

Essential Job Functions (EJFs):

1. Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

2. Provides advanced level administrative support to the Quality Assurance Department along with the Director, ADoP and ADoA offices.

3. Data entry into local excel spreadsheets and access databases.

4. Creates intermediate to advanced level electronic documents/files; checks work for consistency and accuracy and copies and distributes documents as necessary. Creates and post updated educational/informative materials as requested

5. Provides support during survey and external review preparations.

6. Provides committee support; including the production of agendas, scheduling, distribution of meeting notifications, collecting relevant files/papers before meetings, taking minutes and distributing minutes.

7. Greets and provides assistance to visitors or callers in professional and courteous manner. Answers phones, takes accurate messages and directs customers to proper staff. Makes staff badges.

8. Other duties as assigned by supervisor. 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.

Knowledge, Skills and Abilities (KSAs):

1. Knowledge of general clerical procedures and of spelling, grammar, punctuation, and alpha filing systems.

2. Proficient in MS Office Suite and office equipment (fax, phone, copier, etc). Ability to type 45 wpm+ preferred.

3. Ability to demonstrate intermediate skill level in creating Word documents, Excel spreadsheets, and database software skills.

4. Demonstrate the ability to both prepare and analyze data as determined by management.

5. Demonstrate the ability to implement and execute multi-task assignments independently.

6. Demonstrated ability to be detail oriented, possess highly developed organizational and follow through skills, and learn quickly in a fast-paced environment.

7. Must conduct self at all times in a professional manner.

Registrations, Licensure Requirements or Certifications:

Meeting criteria to drive a State of Texas vehicle (Texas Drivers License & acceptable point check) is preferred. 

Initial Screening Criteria:

Two (2) years’ experience as an Administrative Assistant or advanced clerical work preferred.

Experience with working with staff at all levels of an organization.

Additional Information:

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/ Entities (LEIE).

Males between the ages of 18 – 25 must be registered with the Selective Service.

All State Supported Living Center Employees are subject to Random Drug Testing.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.