Administrative Asst 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 Asst IV 
Job Title: Administrative Asst IV 
Agency: Health & Human Services Comm 
Department: Residential Care Supervisor M 
Posting Number: 10179 
Closing Date: 12/20/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-A-15 
Salary Range: $3,248.00 - $4,837.08 
Pay Frequency: Monthly
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:  
Job Location City: AUSTIN 
Job Location Address: 4110 GUADALUPE 
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 each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

The Administrative Assistant IV performs highly complex (senior-level) administrative support work and works under limited supervision, with moderate latitude for the use of initiative and independent judgment. This position reports directly to the Assistant Clinical Director and provides administrative and clerical support to the Medical Staff department and all departments overseen by the Assistant Clinical Director including Psychology, Social Work, Nutrition, and Education and Rehabilitation. The Administrative Assistant IV is responsible for: providing administrative and clerical support for various committee meetings; maintaining personnel files and assisting with required documentation for personnel actions; coordinating orientation and placement of students and trainees in various disciplines; performing audits, tracking data and compiling reports for performance improvement initiatives and regulatory compliance for the Medical Staff and other departments overseen by the Assistant Clinical Director; and providing backup coverage of Medical Staff Coordinator duties in their absence.  

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Provides administrative and clerical support to the Assistant Clinical Director and departments and committees overseen by the Assistant Clinical Director. Primary clerical support for various hospital-wide committees involves tracking agendas and compiling and disseminating reports and minutes. Committees served may include but are not limited to: Clinical Operations Committee and Performance Improvement Clinical Subcommittee. Departments supported may include but are not limited to Medical Staff, Psychology, Social Work, Nutrition, and Education & Rehabilitation.

Provides backup coverage of Medical Staff Coordinator Duties which may include scheduling, credentialing and privileging, primary source verification, tracking medical staff license and certification expirations, and administrative support to the Medical Director on an as-needed basis.

Tracks data and compiles reports for performance improvement initiatives and regulatory compliance for the Medical Staff and other departments overseen by the Assistant Clinical Director. This includes collecting audits and compiling reports to be sent to Quality Management and utilized in reports for Joint Commission and Central Administration.  

Tracks and coordinates placement of students and trainees which may include but are not limited to APRN students, psychology and social work interns, medical students, and various other trainees in the departments overseen by the Assistant Clinical Director. This involves conducting Employee Misconduct Registry and Client Abuse and Neglect Reporting System checks, completing and tracking required affiliation agreement paperwork, ensuring infection control and training requirements are met, scheduling orientation to unit, requesting account access and keys, and matching student with preceptors.

Establishes effective working relationships and maintains communication of relevant activities and issues with administration, clinical departments, Quality Management department, and all departments and committees overseen by the Assistant Clinical Director. 

Responsible for maintaining personnel files and assisting with personnel actions for all employees who report directly to the Assistant Clinical Director as well as members of the departments overseen by the Assistant Clinical Director on an as-needed basis. 

Completes all primary source verification of licenses and certifications of of all licensed/certified personnel supervised by the Assistant Clinical Director to ensure active and current status.

Serves as an active participant on the administrative team in ensuring that support and infrastructure exists and operates efficiently. Examples of duties include: ordering supplies, submitting work order requests, providing temporary assistance/support to staff other than those usually assigned in order to ensure adequate coverage, and training and mentoring other administrative personnel.

Performs other duties as assigned. Other duties as assigned may 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):

Advanced time management and organizational skills.

Advanced written and verbal communication skills.

Proficiency in the use of standard office equipment and software including Microsoft Word, Excel, Power Point, Outlook Email, Outlook Calendar, and Microsoft Teams, and multifunction copier machines.

Proficiency in recording minutes and coordinating agendas for meetings.

Familiarity with vocabulary and terms commonly used in clinical psychiatric settings.

Ability to receive and incorporate feedback in a professional manner.

Understanding of and ability to conform to confidentiality practices in a professional psychiatric healthcare setting.

Ability to develop, implement, and evaluate administrative office procedures.

Ability to understand and implement complex procedures and instructions.

Ability to work independently.

Ability to establish and maintain effective working relationships with others.

Ability to plan and schedule work.

Ability to follow written and verbal instructions.

Ability to multi-task.

Ability to maintain both paper and electronic files.

Ability to effectively handle multiple responsibilities.

Ability to initiate proactive approaches to identifying needs and solving problems.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

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.

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 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 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.