Administrative Assistant IV

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Functional Title: Administrative Assistant IV 
Job Title: Administrative Asst IV 
Agency: Health & Human Services Comm 
Department: Residential Care Supervisor H 
Posting Number: 10897 
Closing Date: 11/17/2025 
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: 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 eleven psychiatric hospitals, two 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 Administrative Assistant IV serves as primary administrative support for the Chief Nurse Executive (CNE) at Rusk State Hospital. Performs responsible and complex administrative secretarial work, serves as intermediary in carrying out delegated administrative detailed duties, and as communication liaison for Nursing Administration. Work involves assisting in the performance of detailed and specialized projects pertaining to fiscal, administrative, and/or program functions of the nursing department. Assembles, organizes, and tabulates statistics and data generating reports for the monitoring and evaluation of Nursing Services. Work requires familiarity with the laws and regulations controlling the agency, its functions, policies and procedures, and the making of decisions in the application of such laws and regulations. Work is performed under minimal supervision with latitude for the exercise of independent judgment. Prepares routine and special correspondence, reports, studies, forms and documents. Assists the CNE with preparation and recording of budget figures and monitoring of nursing expenditures. Develops special administrative analyses and summaries of quality improvement activities, staffing reports and assists with coordinating staff for unit coverage when needed. Assists in the research, development and preparation of educational/promotional materials. Develops, coordinates and maintains complex personnel records on all licensed nursing staff. Serves as the secretary to the Nursing Peer Review Committee. The position demonstrates the ability to assume responsibility without direct supervision; exercises initiative and judgment; and makes decisions within the scope of assigned authority. This position supports a busy and multitasking office with administrative level nurse staff who is conducting multifaceted monitoring of nursing performance throughout the hospital to ensure compliance with governmental entities, laws, and accreditations. This position is fast paced, multitasked, deadline oriented, and works with several managerial levels such as Assistant CNE’s, Nurse Managers, Nurse Educator, and Shift Coordinators. 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 Hospital. Must understand that the duties may include exposure to blood or other potential infectious materials. 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. Supports the mission and vision of the facility.

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. Must understand that duties, location of work, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. Must understand that the duties may include exposure to blood and other potential infectious material.

Essential Job Functions (EJFs):

Attends work on a regular basis and may be asked 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.

Serves as primary administrative support for the Chief Nurse Executive (CNE) and is responsible for planning, directing, organizing, and monitoring flow of work in Nursing Administration; schedules and maintains appointment book of the CNE; and coordinates special projects.

Serves as a communication liaison between Nursing Administration and contacts with other departments, i.e., direct reports of the CNE, unit staff, hospital disciplines and departments, other agencies and facilities, and the community. Responds to inquiries regarding policies and procedures. Screen and monitor phone calls, handling or routing of calls that do not require personal attention of the CNE, may refer calls to the appropriate person or department, and direct visitors to appointments/locations.

Develops, coordinates, and maintains filing system for correspondence, minutes, reports, nursing schools, competency files, and employee tracking files for Nursing Administration. Maintains accurate credentialing files of licensed nursing staff and performs queries of the Nursys.com nurse license status system as well as the Texas Board of Nursing.

Position is responsible for collecting and/or preparing reports or manuals as directed. Compiles data for charts, graphs, and databases. Prepares report summaries as directed.

Serve as the secretary to the Nursing Peer Review Committee when this is done locally, recording official action, preparation of minutes, as well as transcribing witness testimony when applicable.

Position is responsible for all mail distribution for Nursing Administration. Position will review, sort, and screen all documents and correspondence, handle and/or route to other departments any correspondence that does not require CNE’s personal attention.

The position is responsible for maintaining tracking system for time sensitive material, i.e., job descriptions and performance evaluations, monthly notification letters concerning license verification of licensed staff, abuse/neglect allegations on nursing personnel, and special projects as assigned.

Maintains tracking of licensed staff vacancies. Preliminary application screening and interview planning and scheduling. Coordinates contract nurse services and onboarding. Maintains contract nurse data and reports.

Position coordinates meetings chaired by the CNE or as designated, i.e., nursing executive staff committee meetings, and is responsible for preparing agendas and taking, transcribing, and distribution of minutes of meetings as indicated. Position coordinates locations, calendars, announcements, and reminders of meetings. Ensures all reports and summaries are completed and turned in by assigned deadlines and prior to coordinating meetings from the Nursing Management team.

Compiles and prepares materials for nursing conferences and job fairs. Coordinates travel arrangements for Nursing Department attendees.

Assists in compiling and analyzing data, making calculations, manipulating complex spreadsheets and tables, and prepares and disseminates reports.

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.

Knowledge, Skills and Abilities (KSAs):

Knowledge of office practices and administrative procedures.

Knowledge of business English, spelling and grammar.

Knowledge of state travel policy and procedure.

Knowledge of record keeping and filing systems.

Skilled in the use of standard office equipment.

Skilled in the use of electronic data and/or word processing equipment and software, to include Microsoft office products (Outlook, Word, Excel, PowerPoint).

Skilled in written communications.

Skilled in proofreading, editing, and formatting.

Skilled in verbal communications.

Proficiency in Microsoft Office application.

Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to train others.

Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively, provide guidance and train others.

Ability to work independently and as a team member.

Ability to manage multiple projects while meeting timelines.

Ability to prepare correspondence, forms and requisitions.

Ability to implement administrative procedures and to evaluate their effectiveness.

Ability to communicate efficiently and effectively using both written and verbal skills.

Ability to interpret complex rules, regulations, policies and procedures.

Ability to understand the basic elements of mental health programs.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Graduation from an accredited high school with two years of college. Experience and education may be substituted for one another.

At least 4 years of administrative level support experience.

Experience with use of MS Office software, especially Outlook, Word and Excel required.

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.

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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.