Administrative Asst II - Residential (Unit 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.

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!

Under the primary supervision of the Unit Director, performs journey-level administrative support, technical assistance and project coordination for Unit I. Work may entail a broad range of responsibilities. Work is performed under moderate supervision with limited latitude for the use of initiative and independent judgment. Work involves disseminating information, maintaining filing systems, data entry and administrative support work. Must have excellent communication skills. Must maintain and appropriately safeguard highly confidential information.

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.

Maintains a professional office appearance and demeanor. Refrains from conduct resulting in confirmed incidents of unprofessional or discordant behavior.

Performs office functions, including maintenance of files, answering telephone, greeting visitors, word-processing, photocopying, scanning, faxing and e-mailing secure documents.

Creates systems, organizes and maintains data/spreadsheets. Attends meetings and takes and emails meeting minutes. Maintains Unit Director’s calendar. Tracks and follows up on new and existing projects.

Assists in scheduling and planning meetings and appointments. May assist in developing meeting content including PowerPoint presentations.

Prepares correspondence to communicate with internal and external departments. Produces, routes, and picks up mail as needed.

Ensures staff are scheduled for and receive all mandatory training within established timeframes, as evidenced by reports from CT&D. Tracks completion of assigned in-services.

Tracks data collection for SASSLC Management Plan pertaining to the completion of CT&D training classes for Unit I, employee evaluations for the Unit Director, and Active Treatment for off-campus and leisure activities.

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):

Working knowledge of office practices, office management, and administrative procedures

Experience with or working knowledge of business English, spelling, punctuation and grammar.

Working knowledge of Windows and Microsoft Office (including Word, Excel, Outlook, PowerPoint).

Skill in the use of electronic data and/or word processing equipment and software.

Ability to apply knowledge of Departmental Rules, regulations, policies and procedures, and functions to the use of principles of office management and to communicate effectively.

Ability to work independently on difficult or complex clerical tasks.

Ability to keep complex clerical records and to prepare accurate reports from varied statistical data or other types of technical information.

Ability to search records to identify and retrieve information.

Ability to compose effective correspondence.

Ability to answer phone calls in a professional manner and communicate information clearly and effectively.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Graduation from a standard senior high school or GED.

One (1) year of experience in administrative assistant or clerical work.

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.

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.