Administrative Assistant IV - Maintenance

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Functional Title: Administrative Assistant IV - Maintenance 
Job Title: Administrative Asst IV 
Agency: Health & Human Services Comm 
Department: Plant Maintenance 
Posting Number: 10560 
Closing Date: 11/26/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-A-15 
Salary Range: $3,248.00 - $4,837.08 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
Telework: Not Eligible for Telework 
Travel: Up to 5% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location: Denton State Supported Living Center 
Job Location City: DENTON 
Job Location Address: 3980 STATE SCHOOL RD 
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 
 
 

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!

Administrative Assistant IV is hired by, and responsible to the general supervisor of the Director of Plant Operations and the Plant Maintenance Manager. This individual is responsible for and coordinates office procedures and functions for Maintenance, Grounds, Motor Pool and Transportation. Individual is required to transfer raw data in a variety of forms and/or reports. Must be able to prepare, develop, file and retrieve necessary reports and documentation as needed. It is imperative that this individual be resourceful, objective, self-motivated, clear, and knowledgeable of policies and procedures to make administrative type decisions dealing with the operations of the departments. Individual will function independently, be willing to accept direction from Central Office CAFM Program office staff as it relates to maintaining the integrity of the Department’s CAFM Program goals and objectives and interface with facility maintenance and construction employees assigned by the Director of Facility Management. Collects and maintains all evidence needed for Life Safety Code. Performs advanced (senior-level) administrative support or technical program assistance work. Work involves coordinating the dissemination of information, developing filing systems, and coordinating internal administrative support work. May supervise the work of others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. 

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned The administrative assistant supports the day-to-day operations of the plant operations office, to include data entry into agency computers, preparation and distribution of spreadsheets and word documents and dissemination of maintenance related information in relation to the daily activities of various work areas under the direction and supervision of the plant operations director. 20%

The administrative assistant will notify Plant Operations Director of any pending terminations or other personnel changes that will cause position vacancies. Once Plant Operations Director is notified, will utilize available resources within HHSC HR manual to create hiring packets in coordination with DSSLC job requisition coordinators. Administrative Assistant must establish and maintain an accurate, confidential and effective filing system to store personnel files, to include performance documents, hiring packets, termination notices and notes of a temporary nature. 20%

Under the direction of the Plant Operations Director, the Administrative Assistant will review all new state and federal policies relating to plant operations and create and/or edit departmental guidelines that are distributed to all staff to ensure accurate and timely compliance. 20%

Using HR0702 position descriptions and prior job postings; administrative assist will create performance plans and draft evaluation documents at the direction of plant operations director. 10%

Under the direction of the Plant Operations Director, the Administrative Assistant will provide subject matter expertise and technical support in matter related to the Computer Automated Facility Management (CAFM) system. These duties may include maintaining, gathering and updating data, into the CAFM database system and the generation of routine and/or specialized reports regarding completed or pending work orders. 5%

Administrative Assistant will establish and maintain an accurate and easily understandable filling system that will store reports and documentation related to Capital Construction projects. Filling system must be maintained in a highly organized manner that will include a wide variety of documentation including but not limited to: Project timelines, risk assessments, rate structures, quotes and/or bids, invoices and contracts and/or contract amendments. 10%

The Administrative Assistant functions as the departmental paymaster, which duties include pickup and distribution of employee paychecks, maintenance of signature sheets, accepting and responding to questions from departmental staff regarding basic payroll matters and maintenance of accurate payroll records under the direction and supervision of the plant operations director and in coordination with Denton State Supported Living Center (DSSLC) Financial Services department. 5%

Serves as a FSPI auditor under the direction of the Assistant Director of Administration. 5%

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. 5%

Knowledge, Skills and Abilities (KSAs):

Considerable Knowledge of business English, grammar, spelling, punctuation and arithmetic.

Considerable Knowledge of personal computer-related procedures and software packages including MS Word, Excel, and PowerPoint.

Skill in the use of standard office equipment.

Skill in both written and verbal communication.

Skill in composing, proofreading, editing, spelling, punctuation, Basic English grammar and transmitting correspondence/documents.

Ability to prepare concise technical reports and effective business correspondence.

Ability to prepare and proofread documents with correct spelling and grammar

Ability to organize work and complex files with high volume while maintaining confidentiality.

Ability to plan and organize multiple completing tasks effectively and efficiently.

Ability to compose effective correspondence memorandums and other documents.

Ability to work effectively with supervisors and co-workers and prepare and maintain detailed records, files and reports.

Ability to communicate effectively and courteously with elected officials, department staff, and staff from other agencies, and the public on the telephone and in person.

Ability to handle sensitive and confidential information.

Ability to work effectively as part of a team.

Ability to work independently and within set guidelines.

Ability to maintain effective working relationships with supervisor, staff and the public.

Ability to work under pressure while maintaining positive and courteous attitude.

Registrations, Licensure Requirements or Certifications:

Valid Texas Driver’s License 

Initial Screening Criteria:

• 5 years office manager experience
• 2 years’ experience with state procurement requisitions, contracts, and purchase orders
• 5 years’ experience with State Fire Marshall, Life safety code and SORM documentations preferred.

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.

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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

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.