Executive Assistant II

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.

Functional Title: Executive Assistant II 
Job Title: Executive Assistant II 
Agency: Health & Human Services Comm 
Department: Purchasing - Consolidated 2 
Posting Number: 11687 
Closing Date: 12/22/2025 
Posting Audience: Internal and External 
Occupational Category: Business and Financial Operations 
Salary Group: TEXAS-B-19 
Salary Range: $4,020.33 - $5,326.00 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework:  
Travel:  
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 (DHSB) 
Other Locations:  
MOS Codes: 0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN 
YNS 
 
 

Job Description:

Procurement & Contracting Services is looking to hire an Executive Assistant II. 

The Executive Assistant II performs complex professional assistance work for multiple executives of the Procurement and Contracting Services division at the Texas Health and Human Services Commission. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Provides technical guidance on administrative matters to the Deputy Associate Commissioners, Directors, managers and office staff.

Work involves planning, directing, and coordinating administrative operations, developing, reviewing, and communicating administrative policies, procedures, standards, and methods. Plans and prepares division reports and coordinates calendars, meetings, and calls. Prepares agendas for meetings and documents action items. Assists with purchasing activities on behalf of the division and tracks requisitions to facilitate timely acquisition of goods and services.

Assigns, tracks, and coordinates administrative assignments and activities on behalf of executive management. Communicates with various levels of staff and routinely deals with executive leadership needs.

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.

20% Scheduling: This position manages multiple calendars for PCS executive management, including:

• coordinating and scheduling appointments and meetings;
• coordinating and preparing agendas, meeting notes or minutes, and documenting action items;
• coordinating assigned projects and deadlines and communicating to respective management and/or staff to ensure completion;
• organizing and scheduling team training and engagement activities;
• assisting with scheduling interviews, contacting applicants, providing job posting/description, and confirming interviews; and
• reserving conference/training rooms for associated activities.

20% Purchasing Activities: Assists in the coordination and acquisition of goods and services for the division, to include:

• researching goods and services utilizing procurement policies and processes;
• submitting complete and accurate requisitions and supporting documentation;
• utilizing agency procurement and contracting systems (CAPPS and SCOR) to provide status updates and retrieve contract documentation;
• ensuring timely and accurate receipt of goods and services and completion of required receiving documentation; and
• completing the division’s requisitions tracking worksheet to ensure payment and completion of acquisition.

15% Policies and Procedures: Assists in the creation and maintenance of the division policies and procedures, to include:

• formulating new or updating existing administrative policies, procedures, forms, and templates for continuous improvement; and
• ensuring communication to PCS staff.

15% Reporting: This position assists executive management with internal and external reporting, to include:

• identifying and maintaining weekly, monthly, quarterly, or annual reporting of program and/or team activities and assignments;
• requesting and compiling team updates from management staff; and
• ensuring reporting to executive management and/or external entity.

10% Travel: Coordinates travel activities on behalf of the division and tracks expenditures, to include:

• coordinating itineraries with management or staff member;
• assisting with or completing travel arrangements utilizing agency travel policies and processes;
• assisting with travel reimbursements, if applicable; and
• completing the division’s travel expense tracking worksheet.

10% Customer Service: Provides customer service excellence in alignment with the PCS Customer Service Principles, to include:

• Actively demonstrating the eight core pillars of customer service: be responsive; set clear and realistic expectations; be transparent; be courteous; be consistent; be resourceful; embrace complaints; and be intentional about continuous improvement.

10% Other Duties As Assigned: Assists with additional duties to include, but not limited to:

• ensuring records management processes are adhered to;
• serving as backup to the division receptionist, including handling incoming/outgoing mail and bids, and greeting customers and guests;
• actively participating and/or serving in a supporting role to meet the agency's obligations for emergency or disaster response; and
• completing other duties as assigned.

Registrations, Licensure Requirements or Certifications:  

N/A

Knowledge Skills Abilities:

• Knowledge of business administration practices and procedures.
• Knowledge of applicable HHSC rules, regulations, and policies.
• Skill in the use of computers and Microsoft Office Suite or equivalent, to include Word, Excel, and/or presentation software programs.
• Ability to manage high-level administrative issues; to analyze and solve work-related problems; make informed decisions; and to communicate solutions effectively.
• Ability to prepare concise reports, summaries, documents, and other publications.
• Ability to organize and prioritize assignments; develop work plans; coordinate administrative assignments; and adhere to strict deadlines.
• Ability to build effective working relationships; provide guidance to others; to coordinate with other staff, departments, executive leadership, officials, agencies, organizations, and the public.
• Ability to communicate effectively both verbally and in writing.
• Ability to maintain sensitive and/or confidential information.
• Ability to take initiative.
• Ability to interpret policies and procedures and to come to reasonable conclusions.
• Ability to work independently with minimal supervision.
• Ability to prepare purchase requisitions and travel requests and complete process thoroughly, from initial planning to completion.
• Ability to utilize agency financial and contracting systems effectively.
• Ability to accurately type a minimum of 50 words per minute.
• Must be detail oriented.
• Must be able to work in a fast-paced environment with competing priorities.
• Must provide customer service excellence.

Additional Information:

N/A

Initial Screening Criteria: 

Two years' experience providing professional administrative assistance to senior management and program staff.  Experience and education may be substituted for one another on a year-for-year basis.

Graduation from an accredited college or university with major coursework in a field related to program area is preferred.

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.