Administrative Asst II

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us. Employee Benefits: DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page. Review our Top 10 Tips for Success when Applying to State of Texas Jobs. Functional Title: Administrative Asst II Job Title: Administrative Asst II Agency: Dept of State Health Services Department: Region 2/3 Posting Number: 17318 Closing Date: 06/09/2026 Posting Audience: Internal and External Occupational Category: Community and Social Services Salary Range: $2,694.33 - $3,320.00 Pay Frequency: MonthlySalary Group: TEXAS-A-11 Shift: Day Additional Shift: Days (First) 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: Job Location City: ARLINGTON Job Location Address: 1301 S BOWEN RD STE 200 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: Under the direct supervision of the HIV/STD Program Supervisor, the Administrative Assistant II (AA II) will perform general office responsibilities, including but not limited to - administrative, clerical, and technical. Responsible for answering telephones to provide the necessary information concerning STIs to the public in general. Responsible for sorting and analyzing incoming STD laboratory reports, provide disease matching record searches, and data entry of STD laboratory reactors into the TB, HIV, STD Integrated System (THISIS), and CMIS database. Ability to build explain HIV/STD state reporting guidelines and procedures to private and public healthcare agencies. Work outcomes help gather and organize surveillance data to ensure accurate information is included in regional, state, and federal reports. Provides program support to encompass roles and services that assist in the planning, administration, and delivery of public health services, whether in professional, educational, or social contexts for the HIV/STD program. Maintain HIV/STD program files and electronic resources following the state records retention schedule. Maintains confidentiality in all aspects of duties. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions to include participating in outreach events and performing provider and lab visits. Member of the Incident Command Structure in response to public health emergencies. Must comply with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards. This position is office-based, Monday-Friday, 8:00 am – 5:00 pm. Essential Job Functions (EJFs): DATA MANAGEMENT: The administrative assistant II (AA II) will review incoming STD laboratory and medical reports on gonorrhea, and chlamydia, following DSHS HIV/STI surveillance guidelines. Will serve as a back-up to the administrative assistant III to review & process the syphilis reports. The AA II reviews the reports to decide if information should be added to THISIS per DSHS HIV/STD Program Operating Procedures and Standards - Chapter 8, HIV/STI Surveillance. The role ensures reports are complete, up to date, and have accurate diagnostic status. The AA II creates a work plan to contact providers for missing demographic information, diagnostic status, and STI testing or treatment. The position prioritizes all cases needing public health follow-up and forwards them for investigation. Data is entered or loaded into GlobalScape, THISIS, and CMIS. The AA II adheres to all requirements for handling protected health information, including CDC and local security rules and program procedures. Independent travel throughout PHR 2/3 is required to perform essential job functions. Will work the THISIS workflows applicable to the AA II. (30%) COMMUNITY ENGAGEMENT AND COMMUNICATION: In coordination with the administrative assistant III, the AA II will establish and maintain professional relationships with healthcare agencies. This ensures timely reporting in accordance with DSHS guidelines and procedures for the conditions each staff member covers. They will provide reporting schedules and updated documentation used by our agency. Conduct in-person follow-up visits with healthcare providers, laboratories, and agencies. These visits include STI provider education on timely treatment, diagnosis, and reporting for each condition. Independent travel throughout PHR 2/3 is required to complete essential job functions. The AA II also works closely with HIV/STD programs within the state to ensure proper reporting and disease investigation for out-of-jurisdiction reactors received by our program. (30%) STRUCTURAL, ORGANIZATION AND SUPPORTIVE ACTIVITIES: The AA II encompasses roles and services that assist in the planning, administration, and delivery of public health services, whether in professional, educational, or social contexts for the HIV/STD program. Communicate with internal and external customers by telephone, email, letter, and fax. Manage calls by providing information, connecting callers with staff, documenting detailed messages, and following up for resolution. Work with program staff to compose, design, and edit program related presentations according to DSHS guidelines. Maintain and file the gonorrhea, chlamydia and syphilis lab documents systematically, keeping them secure, and ensuring they’re easy to retrieve. Completes the retention schedule, and along with other staff conducts the internal destruction of records (paper and digital filing). Manages the DSHS PHR2_3 HIVSTD inbox for incoming faxes by reviewing, distributing, and notifying staff of documents received. Reviews workflows on a daily and weekly basis in THISIS to monitor imports, assignments, tasks assigned to the program and import trends. Specific THISIS Workflow Queue - STD Initial Assignment and STD Surveillance Activities. Notifies program supervisor or program manager of identified surveillance import issues, patterns, identified reporting lapses, issues with data accuracy and compliance with reporting regulations or incorrect data entry. Provides support during community screening events. Presents to regional staff on administrative processes and best practices such as the reporting and surveillance process for the region. (30%) REGIONAL SUPPORT AND DISASTER RESPONSE/RECOVERY: Participates in regional assignments/duties/special initiatives. May be required to work other than normal business hours to respond to public health emergencies; actively participate and/or serve in a supporting role to meet the agency's obligations for disaster response/recovery/Continuity of Operations (COOP) activation- requires completion of at least ICS 100,200, 700 and 800 and may require an alternate shift pattern assignment and/or location. Maintain compliance with DSHS Policy, Fleet Operations, management and Procedures and Standards, and a current valid Texas Driver's License. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job function. (10%) Knowledge, Skills and Abilities (KSAs): KNOWLEDGE OF: Office practices, procedures, systems, and equipment. Fundamentals of federal, state, and local rules and regulations governing the reporting and control of STD’s, HIV, and AIDS. Fundamentals of Centers for Disease Control and Prevention HIV/STD guidelines STD and HIV testing, treatment, and reporting guidelines, policies, and laws; communicable disease surveillance; confidentiality laws and HIPAA guidelines. SKILL IN: Organizing and writing reports using standard English grammar and professional business writing style. Data entry and word processing. Developing and maintaining accurate filing systems. Building and maintaining professional relations. Use of word processing (Word), database (Access), spreadsheet (Excel), electronic mail (Outlook), and presentation (PowerPoint) software and personal computer in a network environment. ABILITY TO: Maintain effective working relationships with internal and external partners using tact and diplomacy. Work independently exercising sound judgment, use time management strategies to maximize work productivity to meet deadlines, and maintain confidentiality. Initiate and complete complex, goal- oriented independent projects, and task with little or no supervision. Adhere to federal, state, and local laws, rules, regulations, and confidentiality guidelines governing the reporting and control of STD’s, HIV, and AIDS. Abide by Texas Department of State Health Services and Health and Human Services Guiding Principles, Code of Ethics, Standards of Conduct, Universal Expectations, Policies and Procedures. Work effectively with and influence medical professionals (i.e., physicians, nurses, laboratory technicians, and other health professionals). Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions. To work in an office-based setting Monday-Friday, 8:00 am – 5:00 pm. Registrations, Licensure Requirements or Certifications: Must possess a valid Class C Texas driver’s license, or equivalent from another state, reflecting an acceptable driving record following Fleet Operations and Management & Procedures. Initial Screening Criteria:

1. One year of working experience with data and spreadsheet management in public health, community-based work, population-based initiatives, or community coalition programs.
2. Graduation from high school or equivalent. *An associate degree with major coursework in public health, or a related field required preferred.
3. Documented computer experience and Microsoft Office products (Excel, Outlook, Teams, etc.) use.
4. The application documents the ability to independently travel 10% of the time to complete essential job functions.

Additional Information: Note: Must be legally authorized to work in the U.S. without sponsorship. Resumes will not be accepted in lieu of an application but may be provided as supplemental materials. All fields on the application must be filled in completely. Applicants must provide information relevant to the experience required for this position in the job history sections of the application. -or- Information on application must clearly state how applicants meet initial selection criteria in the summary of experience section of the application. Prior to beginning employment, employees/applicants who indicate they hold a degree from an institution of higher education must provide an original college transcript indicating they earned a Bachelor’s degree from a U.S. college or university or foreign degree determined to be equivalent by an acceptable education evaluator.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 for this position. For more information see the Texas State Auditor’s Military Crosswalk at ADA Accommodations: In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at View phone number on click.appcast.io or via email at View email address on click.appcast.io. Salary Information, Pre-employment Checks, and Work Eligibility: The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds. Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks. DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form