Administrative Assistant III

TX-HHSC-DSHS-DFPS•San Antonio, TX

1d•$3,101 - $4,366•Onsite

About The Position

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. Under direct supervision, the Administrative Assistant III - Area Coordinator position performs journey level administrative duties and/or technical program assistance work to support operations of the unit. Work involves establishing, tracking, and maintaining internal record-keeping systems, ensuring all files are accurate, up-to-date, and securely stored. Serves as a key point of contact by communicating professionally and effectively with the public, internal staff, government agencies, and private organizations. Organizes and coordinates meetings, conferences, and seminars by scheduling, preparing agendas, arranging logistics, and ensuring all necessary materials are available. Handles travel arrangements, requests, and vouchers for reimbursement. Maintains structured and efficient filing systems to support easy retrieval and secure storage of documents. Works under general supervision with moderate latitude for the use of initiative and independent judgment. This position requires regular and solid attendance, will not involve remote or teleworking, and will be normal working hours. 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.

Requirements

Knowledge of office practices and administrative procedures.
Knowledge of business English, spelling and grammar.
Knowledge of state travel policy and procedure.
Knowledge of record keeping and filing systems.
Knowledge of HIPPA laws
Skilled in written communications.
Skilled in proofreading and editing.
Skilled in verbal communications.
Skilled in time keeping.
Skilled in Microsoft office products.
Ability to implement administrative procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively and to train others.
Ability to work independently and as a team member.
Ability to manage multiple projects while meeting timelines.
Ability to prepare correspondence, forms and requisitions.
Ability to implement administrative procedures and to evaluate their effectiveness.
Ability to communicate efficiently and effectively using both written and verbal skills.
Ability to interpret complex rules, regulations, policies and procedures.
Ability to maintain confidential information and secure documents.
At least two (2) years’ experience in a professional support role.

Responsibilities

Establish, track, and maintain internal record-keeping systems, ensuring all files are accurate, up-to-date, and securely stored. Manage confidential documents with discretion, facilitating the creation, transmission, reproduction, and appropriate distribution of records in compliance with agency policies and regulations. 20%
Serve as a key point of contact by communicating professionally and effectively with the public, internal staff, government agencies, and private organizations. Provide timely responses to inquiries regarding agency rules, regulations, policies, and procedures while maintaining a positive and service-oriented approach to stakeholder engagement. 15%
Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, furniture, and equipment, determining the appropriate method to pay for goods or services purchased by the department following policy and procedures, and utilizing the appropriate process. 15%
Organize and coordinate meetings, conferences, and seminars by scheduling, preparing agendas, arranging logistics, and ensuring all necessary materials are available. Facilitate communication before, during, and after events, providing documentation and follow-ups to support successful outcomes. Handles travel arrangements, requests, and vouchers for reimbursement. Monitor and initiate purchases of office supplies, training materials, conference registrations. 15%
Gather, review, and analyze documents and data to provide technical assistance and administrative support. Prepares and routes reports and forms to Director and/or Area leadership to obtain approval, via electronic signature. Compiles and reviews studies and other documents to ensure quality, accuracy, and compliance with facility and department guidelines. Assist in compiling information for audits, compliance checks, and other reporting needs. 15%
Maintain structured and efficient filing systems to support easy retrieval and secure storage of documents. Manage incoming and outgoing communications by answering phone calls, distributing mail, and directing inquiries to appropriate personnel. Coordinate workflow between different organizational units, order office supplies and equipment, and ensure the office environment remains organized and functional. 15%
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%