FPL Administrative Assistant

TX-HHSC-DSHS-DFPS • Brownwood, TX

1d • Hybrid

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.

Functional Title: FPL Administrative Assistant Job Title: Administrative Assistant V Agency: Health & Human Services Comm Department: FACILITY PLANNING & LEASING Posting Number: 13806 Closing Date: 03/05/2026 Posting Audience: Internal and External Occupational Category: Office and Administrative Support Salary Range: $3,581.33 - $5,372.41 Pay Frequency: MonthlySalary Group: TEXAS-A-17 Shift: Day Additional Shift: Days (First) Telework: 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: BROWNWOOD Job Location Address: 2400 CROCKETT DR STE 100 Other Locations: Austin 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    Provides customer service related to agency leasing policies and procedures, resolves problems and conducts transactions with a high degree of customer satisfaction and positive experience.
 Provides advanced administrative and/or technical assistance to Director of Facilities Planning and Leasing (FPL), the Leasing Supervisor, the Lease Officers, the CAD support staff, and the Leasing Administrator.
 Plans, organizes, and implements a variety of advanced administrative activities.
 Supports leasing processes, including the preparation, review, proofing, and editing of lease specifications, lease contract, contract amendments, memos, and business letters.
 Responsible for processing purchase requisitions using the APS system as necessary.
 Create projects in CAFM and maintains and processes related documents used to establish ongoing electronic and hard copy lease records.
 Maintains records including but not limited to the activities involved in the planning and execution of Agency’s goals.
 Responsible for the creation, collection and maintenance of appropriate information pertaining to the lease contract including but not limited to property information and address, lessor/property management information, occupying agency contact information and associated legislative members information for lease records in CAFM.
 Schedules appointments, reviews mail and formulates appropriate responses.
 Work involves assisting in the support of the operations of Facilities Planning and Leasing. 
 Coordinates travel requests for FPL staff.
 Responsible for updating leasing procedures and leasing templates and performs other duties as assigned.
 Works under limited supervision, with considerable latitude for the use of initiative and independent judgement.

Essential Job Functions (EJFs):
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Performs advanced technical/support work.  Disseminates information on the agency's programs and procedures. Performs secretarial and administrative duties for Facilities Planning and Leasing (FPL).  Tracks administrative assignments, reviews and monitors correspondence, lease contracts, amendments, regulatory reports, lease records and lease requests and develops and edits business documents for review and assists in compiling responses throughout all levels of authority.  Ensures prompt and accurate resolution to a wide variety of inquiries from internal and external stakeholders.  Provides customer service related to agency leasing policies and procedures, resolves problems and conducts transactions with a high degree of customer satisfaction and positive experience.  Assists the Director of FPL, the Leasing Supervisor, the Lease Officers, the CAD support staff, and the Lease Administrator, along with all levels of staff with the day-to-day support operations.  Schedules, organizes and manages appointments, meetings, conferences and travel for the FPL Staff.  Responsible for processing purchase requisitions using the APS system as necessary.  (30%)
Coordinates and prepares advanced correspondence, reports, studies, contracts, amendments, responses, and forms. Coordinates work between organizational units of the agency; local, state, and federal agencies, as well as private organizations. Supports leasing processes, including processing, the preparation, review, proofing, and editing of lease specifications, lease contract, contract amendments, memos, and business letters.  Creates projects in CAFM and maintains and processes related documents used to establish ongoing electronic and hard copy lease records.  Maintains files and records including but not limited to CAFM and the activities involved in the planning and execution of Agency’s goals.  Ensures correspondence and records are accurately organized, filed, accurate, and updated in CAFM.  Responsible for the creation, collection and maintenance of appropriate information pertaining to the lease contract including but not limited to property information and address, lessor/property management information, occupying agency contact information and associated legislative members information for lease records in CAFM.  (30%)
Assists in developing, analyzing, preparing, and compiling data, reports, amendments, contracts, procedure and training manuals and assisting in the maintenance, revision, and accuracy of the lease record, tasks, compliance issues, property management issues, and lease requests.  Assists in the development and preparation of training materials, policy and procedure manuals, and reports.  Research technical and policy issues and assists in the implementation of program and space planning.  Provides Back-up to other Departments and Administrative Support staff as needed.  (30%)
Responds to inquiries (internal and external) regarding technical programs and/or administrative regulations, policies and procedures in a professional manner.  Provides timely and accurate responses to all inquiries.  (10%)

Requirements

• Knowledge of the authorities and interrelationships of working with other state agencies, city government, and commercial lease owners.
• Skill in written and oral communication; in clear and concise writing for correspondence, reporting, recommendations, and documentation; in building effective working relationships with peers, management, and customers; in expressing complex issues in an understandable manner to a wide variety of audiences.
• Ability to use Microsoft Suite, MS Excel, Adobe Acrobat DC, Word, and Power Point.
• Ability to prioritize, manage, understand, organize, and input large amounts of data and handle files.
• Ability to analyze data, make calculations, and prepare reports.
• Ability to develop and assist with the development of policies and procedures.
• Ability to coordinate and prepare advanced correspondence, reports, studies, documents, contracts, and forms.
• Ability to review, draft, understand, interpret, and revise written contracts, correspondence, and amendments to reflect the agencies or companies’ business and operational needs.
• Ability to schedule, organize, and manage appointments, meetings, conferences, and travel.
• Ability to write and edit contract requirements and specifications; and to negotiate features of a contract.
• Ability to understand the agencies’ business needs and operations to ensure space planning and leasing space will meet the agencies’ business needs and their operations.
• Ability to listen to, understand, interpret, and analyze complex information; to devise solutions to problems; and to work effectively with others to implement solutions.
• Valid Class C Texas Driver's License.
• Experience in communicating complex issues to a variety of audiences.
• Experience using computer assisted facility management type software.
• Experience in working with Microsoft Suite (Adobe Acrobat DC, Excel, Word, and Power Point)
• Experience in prioritizing, managing, understanding, organizing, and inputting large amounts of data and files.
• Experience in analyzing data, making calculations, and preparing reports.
• Experience in developing and assisting with the development of policies and procedures.
• Experience in coordinating and preparing advanced correspondence, reports, studies, documents, contracts, and forms.
• Experience in reviewing, drafting, understanding, interpreting, and revising written contracts, correspondence, and amendments to reflect the agencies or companies’ business and operational needs.
• Experience in scheduling, organizing, and managing appointments, meetings, conferences, and travel.

Nice To Haves

• Preferred knowledge of real estate and project managment and property management.
• Preferred knowledge of Texas state lease procurement processes and procedures.
• Preferred knowledge of the principles of space planning and facility construction.
• Preferred ability to use CAFM or similar facility management or lease tracking system for analysis, workflow monitoring, and data maintenance.
• Experience with project management and property management.
• Experience in reviewing and understanding floor plans, site plans, and construction plans.

Responsibilities

• Provides customer service related to agency leasing policies and procedures, resolves problems and conducts transactions with a high degree of customer satisfaction and positive experience.
• Provides advanced administrative and/or technical assistance to Director of Facilities Planning and Leasing (FPL), the Leasing Supervisor, the Lease Officers, the CAD support staff, and the Leasing Administrator.
• Plans, organizes, and implements a variety of advanced administrative activities.
• Supports leasing processes, including the preparation, review, proofing, and editing of lease specifications, lease contract, contract amendments, memos, and business letters.
• Responsible for processing purchase requisitions using the APS system as necessary.
• Create projects in CAFM and maintains and processes related documents used to establish ongoing electronic and hard copy lease records.
• Maintains records including but not limited to the activities involved in the planning and execution of Agency’s goals.
• Responsible for the creation, collection and maintenance of appropriate information pertaining to the lease contract including but not limited to property information and address, lessor/property management information, occupying agency contact information and associated legislative members information for lease records in CAFM.
• Schedules appointments, reviews mail and formulates appropriate responses.
• Work involves assisting in the support of the operations of Facilities Planning and Leasing.
• Coordinates travel requests for FPL staff.
• Responsible for updating leasing procedures and leasing templates and performs other duties as assigned.
• Works under limited supervision, with considerable latitude for the use of initiative and independent judgement.
• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• Performs advanced technical/support work.
• Disseminates information on the agency's programs and procedures.
• Performs secretarial and administrative duties for Facilities Planning and Leasing (FPL).
• Tracks administrative assignments, reviews and monitors correspondence, lease contracts, amendments, regulatory reports, lease records and lease requests and develops and edits business documents for review and assists in compiling responses throughout all levels of authority.
• Ensures prompt and accurate resolution to a wide variety of inquiries from internal and external stakeholders.
• Assists the Director of FPL, the Leasing Supervisor, the Lease Officers, the CAD support staff, and the Lease Administrator, along with all levels of staff with the day-to-day support operations.
• Schedules, organizes and manages appointments, meetings, conferences and travel for the FPL Staff.
• Coordinates and prepares advanced correspondence, reports, studies, contracts, amendments, responses, and forms.
• Coordinates work between organizational units of the agency; local, state, and federal agencies, as well as private organizations.
• Assists in developing, analyzing, preparing, and compiling data, reports, amendments, contracts, procedure and training manuals and assisting in the maintenance, revision, and accuracy of the lease record, tasks, compliance issues, property management issues, and lease requests.
• Assists in the development and preparation of training materials, policy and procedure manuals, and reports.
• Research technical and policy issues and assists in the implementation of program and space planning.
• Provides Back-up to other Departments and Administrative Support staff as needed.
• Responds to inquiries (internal and external) regarding technical programs and/or administrative regulations, policies and procedures in a professional manner.
• Provides timely and accurate responses to all inquiries.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed