Admin Assistant IV / Nursing

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: Admin Assistant IV / Nursing 
Job Title: Administrative Asst IV 
Agency: Health & Human Services Comm 
Department: Chld /orAdolPsych Direct Care 
Posting Number: 8031 
Closing Date: 09/05/2025 
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 15% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location: Waco Center for Youth 
Job Location City: WACO 
Job Location Address: 3501 N 19TH ST 
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 Nursing Services Administrative Assistant IV performs moderately-complex administrative support and/or technical program assistance work. This position assists in the preparation of presentations; responds to routine and non-routine inquiries regarding rules, regulations, policies, and procedures; develops, coordinates, and maintains record keeping and filing systems; and monitors the condition and repair of furniture for the Nursing Services units, and orders new furniture as needed. Works under the general supervision of the Assistant Nurse Executive and Chief Nurse Executive, with moderate latitude for the use of initiative and independent judgment.

Performs other duties as assigned by the supervisor to ensure efficient operation of the patient care unit. 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.

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.

• Ensures daily time sheets are prioritized, scanned, and routed to the Time Administrator daily, and a reliable backup plan is established when on approved leave.

• Compiles data and prepares reports utilizing software programs, including database and accounting programs in accordance with agency, facility, and departmental policies, procedures, and guidelines in order to provide management/leadership with timely information and reports.

• Plans and maintains a well-organized office filing system for ease of access to hard copy records. All filing systems will maintain integrity of sensitive and confidential information in compliance with agency, facility, and departmental policies and procedures in order to ensure that individual privacy and "need-to-know" is followed.

• Maintains Human Resources files and ensures required documents are filed and file folders remain Joint Commission ready.

• Oversees departmental purchasing processes to ensure compliance with agency policies and procedures in order to meet facility needs.

• Tracks training attendance for PNA IVs (Unit Managers), RNs, and LVNs, in order to maintain 95% compliance with facility, departmental, and agency standards.

• Completes special projects as assigned to meet departmental and facility needs.

• Provides ongoing checks of RN's and LVN's credentials and competencies to ensure they are completed on time.

• Prepares correspondence to communicate with internal and external departments; produces, routes, and picks up mail as needed; and answers and routes phone calls and messages to ensure accurate and timely communication.

• Attends meetings, prepares minutes, and disseminates notes in a timely fashion.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of office practices and administrative procedures.
• Knowledge of agency rules, regulations, policies, and procedures.
• Extensive computer skills to include input accuracy and the ability to create graphical data.
• Skill in the use of electronic data and/or word processing equipment and software.
• Skill in collecting and compiling data and the ability to formulate reports.
• Ability to implement administrative procedures and to evaluate their effectiveness, and to interpret complex rules, regulations, policies, and procedures.
• Ability to set priorities, organize tasks, and ensure follow through.
• Ability to communicate both orally and in writing so as to effectively communicate with colleagues and subordinate staff.

Registrations, Licensure Requirements, or Certifications:

• Must possess a valid Texas driver license or obtain it no later than 90 days after hire date to drive a state vehicle. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.

Initial Screening Criteria:

• Graduation from a standard senior high school or equivalent, plus at least one (1) year experience in the field of work related to the duties of this position.
• Experience working in an administrative field involved in handling confidential employee and facility information.
• Extensive experience with MS Office, including Word, Excel, Outlook, and Access; PowerPoint experience is 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 Aid, Medication Aide and Employee Misconduct, and 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 at least 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 considered to be 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. 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.

Waco Center for Youth is a psychiatric residential treatment facility that serves teenagers ages 13 through 17 with emotional difficulties and/or behavioral problems. Waco Center for Youth bases its treatment philosophy on the belief that both behavior change and an understanding of self and others are equally important in achieving significant long term success in treatment. The mission of Waco Center for Youth is “to give each youth a chance for change” by providing comprehensive psychiatric residential treatment services to emotionally disturbed adolescents of the state of Texas. The facility is operated by the Health and Human Services Commission and is accredited by the Joint Commission on Accreditation of Health Care Facilities.

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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.