Administrative Assistant IV in Austin, TX

Description

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: Enforcement 
Posting Number: 10190 
Closing Date: 10/24/2025 
Posting Audience: Internal and External 
Occupational Category: Healthcare Support 
Salary Group: TEXAS-A-15 
Salary Range: $3,248.00 - $4,837.08 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework: Eligible for Telework 
Travel: Up to 5% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 701 W 51ST ST 
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: Administrative Assistant IV

Serves as the unit's Administrative Assistant to the Nursing Facility Administrator (NFA); Nurse Aide (NA) Enforcement; Medication Aide (MA) Enforcement; Employee Misconduct Registry (EMR); licensed Chemical Dependency Counselor (LCDC); Council on Sex Offender Treatment (CSOT); and Child Care Regulation Administrator (CCRA) Enforcement Programs.

Performs administrative duties to include answering the telephone, refers callers to appropriate staff, takes messages, and answers basic questions. Enters and tracks data for the team, conducting technical reviews of all reports in computer tracking system, and communicates with the team for appropriate disposition. Responsible for preparing, processing, and distributing federal and state enforcement notification letters and reports as mandated. Prepares and distributes documents upon request.

Works under general supervision of the Director of Credentialing and Registry Enforcement and Program Specialist Team Lead, with moderate latitude for the use of initiative and independent judgment.     

Essential Job Functions (EJFs):

Performs administrative support work for the unit, including deadline coordination for unit; scanning, copying, mailing, faxing, and preparing letters or special reports. Assists with the referral processes for all CARE Programs; ensures referrals meet requirements; ensures all referrals received are tracked/processed timely. Maintains a regular and predictable work schedule. Knowledge of maintaining records, files, or logs (for example, administrative, personnel, contract, correspondence forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging. Knowledge of preparing ongoing or special narrative and statistical reports for Program Specialist, CARE Director, and State Office.

Maintains multiple databases for the CARE Unit and assist in the referral process for all CARE Programs. Communicates with others internally and externally to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints. Monitors and performs technical review of all survey and investigation documentation to ensure accurate preparation of all forms, supporting information, narratives, and reports. Ensures all documentation complies with state and federal requirements. Makes corrections and communicates with Program Specialist to ensure compliance. Processes all state and federal enforcement actions within required time frames. Prepares technically accurate state and federal reports, notification letters, and penalty notifications. Determines appropriate distribution for all actions to meet federal and state requirements. Enters critical information into databases regarding recommendations and activities to provide accurate data for required internal and public reporting processes.

Prepares monthly statistical reports for all credentialing programs, including: Nursing Facility Administrator (NFA); Nurse Aide (NA) Enforcement; Medication Aide (MA) Enforcement; Employee Misconduct Registry (EMR); licensed Chemical Dependency Counselor (LCDC); Council on Sex Offender Treatment (CSOT); and Child Care Regulation Administrator (CCRA); Workload; and open records disclosure.

Assists in the development of administrative or technical assistance policies and procedures.

Performs other duties as assigned.  

Market Rate for this postion is $47, 750.64

Knowledge Skills Abilities (KSAs):

Ability to perform complex tasks related to Federal & State rules and standards while maintaining attention to detail.

Ability to quickly comprehend frequent technical changes.

Ability to learn and maintain knowledge of multiple databases.

Knowledge of office practices and administrative procedures.

Skill in standard office equipment and software.

Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively, and to train others.

Ability to identify and devise solutions to operations problems.

Ability to maintain effective, positive working relationships with internal and external stakeholders.

Ability to communicate effectively orally and in writing.

Ability to work effectively independently. Ability to maintain a high level of confidentiality.

Knowledge and experience with computers.

Registration or Licensure Requirements:

NONE 

Initial Selection Criteria:

Experience working with a regulatory program preferred.

Two years' previous experience working in an office setting with responsibilities similar to answering phones, referring callers, taking messages, maintaining and monitoring files, and drafting reports. 

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 1-888-894-4747. 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.