Executive Assistant to the HSCS Deputy Executive Commissioner 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: Executive Assistant to the HSCS Deputy Executive Commissioner 
Job Title: Executive Assistant III 
Agency: Health & Human Services Comm 
Department: Facilities DEC 
Posting Number: 10394 
Closing Date: 11/03/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-B-21 
Salary Range: $4,523.16 - $7,253.83 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
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: 909 W 45TH ST #634 BLDG 4 
Other Locations:  
MOS Codes: 0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN 
YNS 
 
 

Brief Job Description:

This position provides executive level administrative support to the Deputy Executive Commissioner for the Health and Specialty Care System.

The Deputy Executive Commissioner (DEC) oversees the Health and Specialty Care System, the state's network of state supported living centers and state mental health hospitals. The DEC advances the HHSC mission to serve Texans by ensuring coordinated, efficient, and accountable delivery of essential programs and services. The Executive Assistant will join an energetic team that works to advance the variety of HHS programs and services through collaboration, expertise, and innovation.

This position performs highly complex administrative duties, serves as the point of contact for the Deputy Executive Commissioner. Duties include developing and managing documents and filing systems; purchasing non-standard office supplies using CAPPS Financials; assisting in organizing hosted events. This position also assists developing and maintaining administrative processes, routing and tracking of memos, reports and other executive assignments; and assisting with various projects and activities. The Executive Assistant is highly organized and detail oriented and works under minimal supervision, with considerable latitude for the use of initiative and independent judgment.

The ideal candidate shares the team values of reliability, transparency, respect, making a difference, and professional curiosity; and brings expertise and initiative to advance HHSC's and CPSO's mission to improve the lives of the people we serve.

This position requires in-office responsibilities and attends work on a regular and predictable schedule in accordance with agency leave policy. Some telework may be available in accordance with agency policies.

Essential Job Functions:

Attends work on a regular basis and may be required 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. (5%)

Assists with the flow of the HHS System processes and related duties, ensuring compliance with agency guidelines. (15%)

Provides advanced professional assistance to the Deputy Executive Commissioner. Communicate information of administrative matters to agency executives, management and agency staff. Responsible for the development and management of the day-to-day administrative operations of the Office of the Deputy Executive Commissioner. Coordinate all travel arrangements for the Deputy Executive Commissioner. (20%)

Reviews and processes incoming mail and correspondence, monitors document and correspondence control systems and makes determinations of proper assignment for dissemination. Manages outgoing mail outs. Develops and prepares office correspondence, reports and memorandums. Organizes and maintains a large file tracking system. (20%)

Acts as a point of contact and liaison with other executive leadership offices to coordinate assignments; directs the timely flow of office assignments, requests and critical information to the appropriate program area; drafts timely responses to routine inquiries; handles mail and makes assignments; reviews, edits, and finalizes documents prepared for the Deputy Executive Commissioner signature ensuring documents adhere to established HHS correspondence guidelines; coordinates work with other support staff. (20%)

Coordinates general office duties such as purchasing non-standard office supplies. Serves as point of contact and coordinator for records retention, assists with planning and organizing events. (20%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of standard office practices and administrative procedures; agency functions and structure; sound administrative and management practices.

Skill in the use and operation of personal computers and in using a variety of software applications and online meeting platforms (i.e., Outlook, Word, Excel, PowerPoint, SharePoint, Adobe, TEAMS).

Skill in both verbal and written communication; composing, proofing and editing memos, letters, and reports; and excellent interpersonal skills.

Skill in organizing and tracking information and assignments.

Ability to handle high-level administrative issues; manage multiple tasks; effectively prioritize work activities and work under pressure to accomplish assignments.

Ability to implement administrative procedures and evaluate their effectiveness; analyze, interpret, and exercise sound judgement in a variety of situations; develop and maintain and monitor tracking systems; create and maintain filing systems.

Ability to work well with others in a team environment; establish and maintain effective working relationships with managers, supervisors, co-workers and other professional and administrative personnel; provide good customer service.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Bachelor's Degree and three years of advanced administrative level support. Education and experience may be substituted for one another on a year for year basis.

Experience with complex, executive level coordination and written communications.

Experience scheduling meetings and managing calendars.

Experience with Microsoft Suite products.

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 Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/Entities (LEIE).

Males between the ages of 18 – 25 must be registered with the Selective Service.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

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.