Administrative Assistant I

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: Administrative Assistant I 
Job Title: Administrative Asst I 
Agency: Health & Human Services Comm 
Department: MaxSecPsych Adm Spt 
Posting Number: 8132 
Closing Date: 09/12/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-A-09 
Salary Range: $2,481.75 - $3,404.91 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
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: Rusk State Hospital 
Job Location City: RUSK 
Job Location Address: 805 N DICKINSON DR 
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:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

The Unit Administrative Assistant I performs entry-level administrative support work. Work involves disseminating information, maintaining filing systems.  Performs administrative support work for the medical staff providers, including but not limited to, typing general correspondence for professional scheduling, attending and preparing minutes for professional meetings, case conferences, and dangerous review board meetings.  Work involves compiling and tabulating data, checking documents for accuracy, transporting documents, and maintaining files for the unit.  Supports Medical Staff providers and recovery teams by scheduling meetings, maintaining a tickler of tasks to be performed, and providing supporting documents and reminders to ensure work is timely and complete.  Works under close supervision of the unit Administrative Assistant III, with minimal latitude for the use of initiative and independent judgment and follows the directions of the Medical Staff Coordinator to support the Medical Director in performing his/her duties.   The Administrative Assistant I has no financial responsibility but is accountable for assigned property. Must understand that duties, location of job assignment, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. They will maintain a level of care for all patients.  Must understand that duties may include exposure to blood or other potentially infectious materials. Supports the mission and vision of the facility.  Employee 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.

Performs other duties as assigned. 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.

This position may also be eligible to earn additional pay for work performed on maximum security locations.

Essential Job Functions (EJFs):

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.

Provides Recovery Team support to meet time frames and documentation requirements established in policy.  Measures:  Creates a schedule of recovery team meetings based on policy using a computerized tickler file; adds patients to the schedule based on events/data that trigger called meetings in policy and as directed; ensures required documentation and patient charts are available in the meetings; summarizes recovery team meetings and enters information into CWS; creates to do lists for providers from meeting discussion; reminds physician to validate in CWS; meets all required time frames.

Provides Medical Staff providers with support to meet time frames and documentation requirements established in policy.  Measures: Creates a schedule of provider meeting/documentation based on policy using a computerized tickler file; adds patients to schedule based on events/data triggering provider response and on tasks requested in meetings; coordinates schedule with ward and escorts patients to provider; obtains medical staff signatures on paper documents and informs provider of electronic orders needing validation; maintains provider billing logs, notifies provider of any documentation or corrections required for appropriate billing, and makes billing entries. 

Audits, files and thins medical record documents and prompts completion of documentation tasks to ensure compliance with policy.  Measures: Audits patient records to maintain compliance with documentation requirements, update ticklers and other logs, and thin charts; uses crystal reports to identify outstanding assessments and documentation, special precautions and observation orders that need review/renewal; ensures guardianships are up to date and entered in both paper and electronic medical records.

Tracks unit tasks to ensure the task is completed according to policy or supervisor instruction.  Measures: tracks unit activities to include, but not limited to tracking completion of training/rosters, clothing orders, patient incoming and outgoing mail, patient clothing requests, completion of assessments.

Provides general clerical support to unit.  Measures: Answers phones, takes and delivers messages, makes copies, files, runs errands.

Under the direction of the Medical Staff Coordinator, supports scheduling, signing documents, and communication in support of the Medical Director's duties.  

Performs other duties as assigned in order to ensure that services are provided.  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. 

Other duties as assigned also includes backing-up other positions within the department at 100% of work time at the discretion of the director.  This includes, but is not limited to, extended sitting, computer-based duties, extended typing, running errands to multiple campus locations, and sorting/filing of paper documents. Measurement: Willingly completes other duties as assigned within time frames and minimum standards established by supervisor at the time of assignments. Obtains supervisor clarification and assistance as needed to complete task.

Knowledge, Skills and Abilities (KSAs):

Knowledge of electronic medical record (CWS/Avatar)

Ability to pull crystal reports from the medical record and business objects

Ability to establish a tickler file of documentation requirements, create a schedule for clinical staff support, and track completion including providing reminders as needed

Ability to work harmoniously and professionally with others

Knowledge of general office practices and operation of standard office equipment and technology

Ability to work with mentally ill patients

Ability to organize and prioritize workload

Must be able to perform TIPPS as required

Ability to read and comprehend; ability to write using correct grammar and spelling; ability to perform simple arithmetic

Knowledge of court procedures and deadlines

Ability to take inventory, organize inventory, and order supplies

Knowledge of taking and typing meeting minutes; ability to complete in a timely manner and meet applicable deadlines

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

High school graduate or GED equivalent.

1 (one) year of experience in administrative duties. 

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 Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.

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

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. Vaccines may be provided. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

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.