Administrative Asst 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 Asst I 
Job Title: Administrative Asst I 
Agency: Health & Human Services Comm 
Department: DevelopMntl Education 
Posting Number: 7735 
Closing Date: 09/29/2025 
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:  
Telework: Not Eligible for Telework 
Travel: Up to 10% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location: Wichita Falls State Hospital 
Job Location City: WICHITA FALLS 
Job Location Address: 6515 KEMP BLVD 
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.

Administrative Assistant I perform entry level secretarial, administrative, and technical support on assigned units. Maintains files and records, answers the telephone, routes incoming calls, and takes messages for all disciplines. Performs/prepares routine and special correspondence, forms, documents, and reports. This position as a Unit Secretary works under the supervision of the director of Nursing Dept. This position also allows the employee minimal latitude for initiative and independent judgment. Normal working hours, 08500-1700 shift, Monday thru Friday. Some overtime may be required.

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.

Will complete weekly walkthroughs of the unit. Based on walkthroughs, staff recommendations and Program Director approval, the Administrative Assistant will be responsible for entering work orders and purchase orders to repair environmental issues, equipment and purchase items necessary for patient care.

Responsible for updating all display boards in patient and staff areas.  Ensure that all information displayed on the unit is up to date.

Track and document meeting minutes for the Program Director and Nurse Manager (QIT, RN meetings, PNA Meetings etc.)

Prepares, types, and edits correspondence, memos, reports, legal documents. Attendance at staffing's may be required solely for the purpose of client movement knowledge.

Complete and communicate daily paperwork related the census, patient bed assignments and Speak Up forms.

Retrieves patient account information from Trust Fund; prints or writes down information and delivers to nursing staff.

To provide clinical secretarial support, oversees and orders office, and some unit supplies for multiple disciplines, to include usage of MIMS (supply order system) program and sending orders to the department supply clerk. Entering work orders when requested.

Point Store: Will maintain and audit point store inventory. Request purchase approvals from the Program Director and maintain an accurate unit budget at all times.

Telephone/Mail: Proper etiquette /office skills utilized; answering questions and providing information for internal inquiries; taking and distribution of messages and mail, providing secretarial staff support.

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):

1. Knowledge of standard office practices.

2. Knowledge of HIPPA and confidentiality rules.

3. Knowledge of computer software (word, excel, access. outlook, adobe), fax machines and

    photocopiers.

4. Knowledge of business English, spelling, grammar, punctuation, proofreading and math skills.

5. Strong computer skills

6. Strong communication skills.

7. Ability to clearly and concisely express oneself verbally and in writing.

8. Ability to communicate in a pleasant and effective manner.

9. Ability to multi-task.

10. Ability to work under time pressures and identify priorities. 

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Two (2) years administrative support experience 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.

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.