Administrative Professional (part-time or full-time)

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. 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.

Administrative Assistant III

Administrative Asst III

Department: Quality Assurance

Occupational Category: Office and Administrative Support

Shift: Regular Weekend Day

Additional Shift: Days (First)

Telework: Not Eligible for Telework

Travel: Up to 5%

Regular/Temporary: Full Time/Part Time: Full time

Facility Location:

Coordinates Branch Administrative activities to achieve efficient administrative management of the Branch. Performs highly responsible administrative support and technical program assistance work. Drafts and develops training material, procedures and protocols and implements new procedures and/or changes of administrative tasks. Maintains Branch filing, record-keeping and records management systems. Drafts and/or reviews standard operating procedures regarding data entry and Rabies Hotline tasks. Provides assistance to branch supervisor and group managers. Based on your work area, consistently comply with DSHS Laboratory, local, state and federal guidelines to ensure a safe functioning laboratory. Serves as administrative assistant for the Specimen Acquisition Branch (SAB) Manager and also provides administrative support for Group Managers. Prepares, edits and distributes correspondence, reports, studies, forms, and documents for the branch. Handles administrative personnel activities of the branch. Responds to inquiries regarding rules, regulations, policies and procedures. Prepares, reviews and/or submits laboratory supply and office orders weekly/monthly or as needed to maintain branch inventory. Maintains Continuity of Operations Plan (COOP) information for the branch. Consults with customers to determine needs and resolves complex problems or customer concerns. Performs general office duties including assisting with general human resources work. Participates in the development of policies and procedures used to ensure accurate and thorough communication between the support and technical staff. Presents procedural changes and project updates to supervisor. (Coordinates, assigns, performs and verifies data entry of samples submitted for environmental chemistry and consumer microbiology. Enters complex information concerning Environmental Services Division samples and bacteriological water examination for the Consumer Microbiology Group, according to the Standard Operating Procedures (SOP). Trains branch staff and data entry clerks of the Micro Demographics & Test Entry Team on data entry procedures of bacteriological water samples into Laboratory Information Management System (LIMS). Determines acceptability and appropriate billing for bacteriological water samples and assigns new submitter number, if needed. Notifies Revenue Management of bacteriological water submission changes or new address or assigning new submitters. May receive and check in bacteriological water samples. Sorts, determines acceptability and assigns lab numbers for samples that are suitable for DSHS laboratory testing. Completes and documents all required quality control (QC) steps as defined in the SOP manual. for all packages over 50 lbs, assistance is required. (Plans and participates in the direction of staff of the SAB performing administrative tasks. Implements an office management system which will ensure coordinated telephone coverage and customer service. Provides assistance for answering telephone calls, routing calls, taking messages and greeting visitors; contacts submitters concerning inaccurate specimen and patient information and large-scale problematic specimen quality issues. Develops training material, procedures and protocols and implements new procedures and/or changes for support staff. Compiles, analyzes and calculates data when composing reports and charts such as monthly/yearly totals of specimens received by the Laboratory. (Drafts and reviews SOPs for Rabies Hotline. Manages and tracks all paper flow through the Branch office. Composes, edits, types and proofreads letters, purchasing requisitions, reports and manuals using MS Word, Excel, and PowerPoint software utilizing desktop publishing techniques. 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. Safe operation of either a state owned vehicle or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety. (Knowledge of Department, Division, and Laboratory Services Section policies, regulations, and procedures and the ability to interpret them.

Knowledge of English grammar and spelling.

Knowledge of modern office practices and procedures and the use of office machines and equipment.

Knowledge of public personnel administration and office management principles and ability to apply those principles.

Knowledge of administrative support operations.

Knowledge of Microsoft Outlook, Word, Excel, PowerPoint (conference room scheduling system, DSHS policies, etc.).

Ability to participate in the management, plans, and direction of the Branch’s administrative personnel.

Ability to implement administrative procedures and evaluate their effectiveness.

Ability to handle high-level and confidential personnel issues.

for all packages over 50 lbs, assistance is required.

Advanced skills in learning and adapting computer programs to specific tasks.

Skill exercising independent judgment and being a self‑starter, flexible and working under minimum supervision.

Skill in communicating orally and in writing in a clear and concise manner.

Registrations, Licensure Requirements or Certifications:

Experience in administrative support work. Graduation from a standard senior high school or equivalent is generally preferred. Experience and education may be substituted for one another.

Must possess a valid Class C Texas driver's license, or equivalent license from another state.

Experience providing customer service via phone, fax or email

Experience with reading or editing or preparing Standard Operating Procedures

Prefer experience with confidential information

Experience using Microsoft Office Suite

Work Schedule: Must be able to work holidays and weekends; all employees must work Saturdays as assigned. If an employee operates a personal or state motor vehicle in the performance of their official duties, the employee must possess a current valid Texas driver’s license for the appropriate type vehicle. Safe operation of either a state owned vehicle or personal vehicle is required to conduct state business, applicants will have their driving records checked through the Department of Public Safety and applicants must have a valid Class C Texas driver’s license or equivalent license from another state.

Immunizations: Compliance with DSHS Laboratory Exposure Control Plan required: vaccine requirements are consistent with current Advisory Committee on Immunization Practices (ACIP) recommendations and other national guidelines for employee groups based upon job duties and tasks.

Risks: High Hepatitis risk.

Coursework: Include a list of all Microbiology and Chemistry semester hour courses/credit hours on application. S. must contact Laboratory Personnel Services View phone number on click.appcast.io) for an approved list of credentialing agencies. NOTE: When completing your application, include details about your job experience as it relates to the essential functions, knowledge/skills/abilities, and screening information provided on this Position Description. Additional tips on completing the Application are available on-line at under "About DSHS - Jobs". 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. 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 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.