State Hospital Operations Administrative Assistant

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: State Hospital Operations Administrative Assistant
Job Title: Administrative Asst III
Agency: Health & Human Services Comm
Department: Hospitals Section
Posting Number: 20736
Closing Date: 09/27/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $2,953.25- $4,365.66
Pay Frequency: Monthly
Salary Group: TEXAS-A-13
Shift: Day
Additional Shift:
Telework:
Travel: Up to 20%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 909 W 45TH ST BLDG 552
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
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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. 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 performs complex administrative support and technical program assistance for State Hospitals Operations program staff, and other Leadership staff within Central Administration. Manages and maintains schedules and travel arrangements. Coordinates and completes travel for Operations program staff and may assist other staff within Central Administration on an as needed basis. Provides some human resources support. Stays current on policies and procedures as they relate to administrative support functions. Works under general supervision with moderate latitude for the use of initiative and independent judgment. Performs other duties as assigned, to include providing support to Central Administration and the State Hospital staff as deemed necessary by the Director of Support Services.

Performs other duties as assigned. Other duties as assigned include 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 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.

Communicates on an intermediate level with internal and external customers to proactively provide, exchange, or verify information, answer inquiries, address issues, or resolve problems.

Makes travel arrangements to include airfare, hotel, and rental car reservations. Submits travel reimbursement claims on behalf of the Central Administration and the State Hospital staff and Operations program staff.

Collaborates with the Administrative staff to create a harmonious, efficient, and productive office environment for the State Hospitals Central Administration office. Interacts and communicates using professionalism, integrity, sound judgment, discretion, and confidentiality at all times.

Manages all information flow in a timely and accurate manner

May collaborate with the Administrative Services Manager and Staff Services Officer for Human Resources related activities, for on-boarding and off-boarding employees, requesting office supplies and other purchases, requesting assistance with building related issues, and other staff services duties.

Coordinates general office duties such as answering phone calls and directing issues received by phone, email, or mail; distributing daily mail as needed; conference room scheduling; monitoring, maintaining and distributing supplies, as well as other duties as assigned or required.

Develops and maintains filing, record-keeping, and records management systems which may include confidential information; and records retention. This work includes maintaining naming conventions on shared drives and assisting in maintaining files and record keeping for the Operations team. Develops tracking systems and timelines for operational and business needs for the Director of Support Services.

Compiles reports, updates and proofs a variety of department data, reports, and manuals according to instructions. Compiles and enters data for charts, graphs, databases, summaries, or reports. May research, compose, design, proofread or edit agency publications such as brochures, forms, letters, memoranda, literature, reports, manuals, and presentation slides using MS Word, Excel, Access, and PowerPoint software utilizing desktop publishing techniques.

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. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of modern office practices and administrative procedures and process and use of office machines and equipment

Knowledge of the HHS travel system or a similar system

Knowledge and experience with open records requests and public information act

Skills in finding innovative solutions to administrative problems

Skills using a computer and applicable software (i.e. Microsoft Office particularly Word, Excel, Outlook, Excel, PowerPoint, and Access)

Skills, or ability to become proficient, in the use of SharePoint

Ability to interpret state and federal rules, regulations, policies, and procedures

Ability to communicate effectively with others both orally and in writing

Ability to answer telephones and greet internal and external customers cordially

Ability to provide administrative support to executive level management and program staff with competing deadlines

Ability to work in a team environment and resolve conflict with co-workers

Ability to initiate and carry out work assignments while multi-tasking

Ability to seek guidance when given assignments and/or tasks

Ability to schedule and organize meetings between participants

Ability to effectively and proactively manage an executive level calendar

Ability to work in a fast-paced, and sometime stressful environment and the ability to follow complex and written instructions

Ability to coordinate meetings, conference calls, video conferences, conferences, seminars including taking, transcribing and distributing minutes in a timely manner

Ability to create and maintain databases and tracking systems for various projects

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

At least 3 years of clerical, secretarial, or office experience required

One (1) year experience arranging travel for a group of staff 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 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 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.

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 aiapply.co. 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.