Administrative Assistant II

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 Assistant II Job Title: Administrative Asst II Agency: Health & Human Services Comm Department: Client Records Sct Posting Number: 18618 Closing Date: 08/06/2026 Posting Audience: Internal and External Occupational Category: Healthcare Support Salary Range: $2,829.00 - $3,946.25 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: Terrell State Hospital Job Location City: TERRELL Job Location Address: 1200 E BRIN Other Locations: Terrell 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 ten psychiatric hospitals, two youth residential treatment facilities, 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 II performs responsible complex technical administrative work assisting the Commitment Office Supervisor. Maintains confidential files and tracks assignments including reports, inquiries, monitoring office activities and multitasking. This includes reviewing and disseminating information concerning agency programs and services, routine or special correspondence, reports, studies, forms, or documents. Produces essential documents using Word, Excel, and other software and evaluate the accuracy of correspondence and reports produced by managers and staff members. This individual works under general supervision of the Commitment Office Supervisor and the Assistant Director of General Psychiatric Programs and has no supervisory responsibility. Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions. The timely and accurate completion of court documents that are critical to maintaining patients’ commitment status. Duties will include careful review of all documents so that errors are minimal; tracking commitments; maintaining communication with programs regarding patients’ status and notifying appropriate personnel about hearings, maintaining contact with county liaisons, preparing Certificates of Medication Examination and Medication Applications for court. Responsible for developing, coordinating, and maintaining an extensive record keeping or filing system relating to the multiple projects within the unit ensuring compliance with all record retention schedules. The person in this position is responsible to know and comply with all relevant policies, Texas Laws of Mental Health, and procedures and safe work practices of WFSH. Although a non-clinical staff member, this position is required to always maintain professionalism. 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 be eligible to earn additional pay for work performed on evenings, nights and/or weekends. 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. Complies with Commitment processes and in doing so, carefully, accurately, and expeditiously completes, reviews, types, and files court documents according to specified time frames. Ensures compliance with HIPAA regulations by safeguarding patient health information and maintaining confidentiality in all communications, records, and data handling. Updates commitment status and patient movement in electronic medical record, the Commitment Office spreadsheets, and data spreadsheets as assigned. Ensure that documents are filed in such a manner as to be appropriately accessible and secure. Ensures that established patterns of notification and communication both within and outside of the hospital allow necessary information to be available to those who need it. Establishes and maintains a positive rapport with coworkers, individuals served, families, guardians, WFSH staff, court personnel, and all visitors or off campus personnel. Ensures that court hearings can proceed efficiently by staying on schedule and provide advanced notice of court hearing dates to the appropriate parties. Maintains required training without prompting identified time frames, seeks additional training opportunities. Assignments are accurate and complete by request date. 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. Skill in the use of standard office equipment and software. Ability to communicate orally and in writing. Ability to implement administrative procedures. Ability to interpret rules, regulations, policies and procedures. Ability to plan and organize work. Ability to keep records and make reports. Ability to prioritize and efficiently manage multiple tasks independently. Ability to abide by the HHSC Standards of Conduct and Work Rules. Ability to abide by Texas Laws Relating to Mental Health. 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. Initial Screening Criteria: High school diploma or GED. At least one (1) year of continuous clerical experience. Experience using Microsoft Office Products. 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 and Terrell 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 View phone number on click.appcast.io. 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.