Management Support Specialist

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: 

The Management Support Specialist is selected by and reports directly to the Deputy Director of the Texas Civil Commitment Office (TCCO). Provides administrative support to the Texas Civil Commitment Office operations leadership team. Works under limited supervision with latitude for the use of initiative and independent judgment.

Provides complex professional administrative functions and acts as a point of contact for the TCCO Deputy Director and as a liaison with other operational staff. Interacts daily with other executive offices to coordinate assignments. Develops and coordinates the implementation of administrative projects/initiatives assigned by the Deputy Director or other executive staff. Performs other duties as assigned or required to maintain efficient and accurate office operations.  

Essential Job Functions:

Provides administrative support as assigned by the TCCO Deputy Director.

Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Proofs correspondence, memos, technical documents, and forms for accuracy before submitting for signature/approval of the Deputy Director. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls.

Coordinates assigned meetings and conference calls as needed. Prepares handouts and other materials necessary for assigned meetings.

Updates working documents and processes. Assists in coordinating weekly, monthly and quarterly reports.

Draft responses for correspondence. Develop letters, memos, forms, spreadsheets and templates. Compile data to prepare complex reports as directed to include tracking and summarizing information.

Work directly with agency staff, other state agencies and the public to provide information regarding TCCO and its procedures in response to routine inquiries.

Assist in compiling records for Public Information Act requests.

Cross-trained to serve as backup for other administrative and operational staff. Other duties as assigned.

Knowledge, Skills and Abilities:

Knowledge of accepted business practices and procedures. Knowledge of agency rules, regulations, policies and procedures.

Skilled in the use of standard office equipment such as copiers, cell phones, laptop, and software to include Microsoft Excel and Powerpoint. Skilled in time management and organization including the ability to prioritize multiple projects with competing deadlines.

Ability to handle high-level administrative issues , to use initiative to analyze and solve work-related communications. Ability to communicate effectively in writing and in person.  

Registrations, Licensure Requirements or Certifications:

Valid Texas Driver's License

Initial Screening Criteria: 

Graduation from an accredited college or university with a bachelor's degree in business administration or related field is preferred. Three or more years' experience in providing advanced administrative office support. Education and experience may be substituted for one another.  

Additional Information:

This position is assigned to and works in TCCO's Austin office and is not a remote position.  

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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