Administrative Assistant IV

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 IV Job Title: Administrative Asst IV Agency: Health & Human Services Comm Department: Quality Mgmt Posting Number: 17050 Closing Date: 06/02/2026 Posting Audience: Internal and External Occupational Category: Office and Administrative Support Salary Range: $3,248.00 - $4,837.08 Pay Frequency: MonthlySalary Group: TEXAS-A-15 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: Terrell State Hospital Job Location City: TERRELL Job Location Address: 1200 E BRIN 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 ten psychiatric hospitals, two 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 Administrative Assistant IV serves as primary administrative support for Quality Management Department at Terrell State Hospital. Performs responsible and complex administrative secretarial work, serves as intermediary in carrying out delegated detailed administrative duties, and as communication liaison for Quality Management. Work involves assisting in the performance of detailed and specialized projects pertaining to fiscal, administrative, and/or program functions of the Quality Management department. Assembles, organizes, and tabulates statistics and data generating reports for the monitoring and evaluation of Quality Management. Work requires familiarity with the laws and regulations controlling the agency, its functions, policies and procedures, and the making of decisions in the application of such laws and regulations. Work is performed under minimal supervision with latitude for the exercise of independent judgment. Prepares routine and special correspondence, reports, studies, forms and documents. Assists the QM Director with preparation and recording of budget figures and monitoring of Quality Management expenditures. Develops special administrative analyses and summaries of quality improvement activities, staffing reports, and assists with coordinating staff. Assists in the research, development and preparation of educational/promotional materials. Develops, coordinates and maintains complex personnel records on all Quality Management staff. The position demonstrates the ability to assume responsibility without direct supervision; exercises initiative and judgment; and makes decisions within the scope of assigned authority. This position supports a busy and multitasking office with administrative level Quality Management staff who conduct multifaceted monitoring of Quality Management performance throughout the hospital to ensure compliance with governmental entities, laws, and accreditations. This position is fast paced, multitasked, deadline oriented, and works with several managerial levels. Must understand that duties, location of job assignment, and shift pattern are subject to change as determined by the administration to meet the needs of Hospital. Must understand that the duties may include exposure to blood or other potential infectious materials. Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Supports the mission and vision of the facility. 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. Must understand that duties, location of work, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. Must understand that the duties may include exposure to blood and other potential infectious material. 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. Serves as primary administrative support for the Quality Management Director and is responsible for planning, directing, organizing, and monitoring flow of work in Quality Management; schedules and maintains appointment book of the QM Director; and coordinates special projects. Serves as a communication liaison between Quality Management and contacts with other departments, i.e., direct reports of the QM Director, unit staff, hospital disciplines and departments, other agencies and facilities, and the community. Responds to inquiries regarding policies and procedures. Screen and monitor phone calls, handling or routing of calls that do not require personal attention of the QM Director, may refer calls to the appropriate person or department, and direct visitors to appointments/locations. Develops, coordinates, and maintains filing system for correspondence, minutes, reports, nursing schools, competency files, and employee tracking files for Quality Management. Position is responsible for collecting and/or preparing reports or manuals as directed. Compiles data for charts, graphs, and databases. Prepares report summaries as directed. Serve as the secretary to various Committees when this is done locally, recording official action, preparation of minutes, as well as transcribing witness testimony when applicable. Position is responsible for all mail distribution for Quality Management. Position will review, sort, and screen all documents and correspondence, handle and/or route to other departments any correspondence that does not require QM Director’s personal attention. The position is responsible for maintaining tracking system for time sensitive material, i.e., job descriptions and performance evaluations, monthly notification letters concerning license verification of licensed staff, and special projects assigned. Position coordinates meetings chaired by the QM executives staff committee meetings, and is responsible for preparing agendas and taking, transcribing, and distribution of minutes of meetings as indicated. Position coordinates locations, calendars, announcements, and reminders of meetings. Ensures all reports and summaries are completed and turned in by assigned deadlines and prior to coordinating meetings from the QM team. Compiles and prepares materials for QM conferences and job fairs. Coordinates travel arrangements for the Quality Management Department attendees. Assists in compiling and analyzing data, making calculations, manipulating complex spreadsheets and tables, and prepares and disseminates reports. 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. Knowledge of business English, spelling and grammar. Knowledge of state travel policy and procedure. Knowledge of record keeping and filing systems. Skilled in the use of standard office equipment. Skilled in the use of electronic data and/or word processing equipment and software, to include Microsoft office products (Outlook, Word, Excel, PowerPoint). Skilled in written communications. Skilled in proofreading, editing, and formatting. Skilled in verbal communications. Proficiency in Microsoft Office application. Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to train others. Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively, provide guidance and train others. Ability to work independently and as a team member. Ability to manage multiple projects while meeting timelines. Ability to prepare correspondence, forms and requisitions. Ability to implement administrative procedures and to evaluate their effectiveness. Ability to communicate efficiently and effectively using both written and verbal skills. Ability to interpret complex rules, regulations, policies and procedures. Ability to understand the basic elements of mental health programs. Registrations, Licensure Requirements or Certifications: None Initial Screening Criteria: Two (2) year college degree in business administration or similar preferred. Experience and education may be substituted for one another. At least four (4) years of administrative level support experience. Five (5) years without degree. At least four (4) years of experience with use of MS Office software, especially Outlook, Word and Excel 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 and Terrell 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 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.