Administrative Asst III

Texas Health & Human Services Commission•Harlingen, TX

9d•$2,953 - $3,522•Onsite

About The Position

The Administrative Asst III performs advanced administrative and clerical support for the Texas Department of State Health Services’ Community Health Improvement (CHI) unit and Regional Headquarters. Reporting directly to the CHI Manager, the role coordinates daily program logistics, fleet tracking, travel documentation, procurement tracking, records, and facility resources. It also manages the regional switchboard and communications, responds to public and client inquiries, coordinates specialized public health appointments such as car seat safety appointments, and supports regional events and meetings. Work is performed under general supervision, with moderate latitude for initiative and independent judgment. The employee must maintain an acceptable driving record, hold a valid Class C Texas driver’s license or equivalent from another state, and have access to a reliable vehicle. The position requires safely operating a state-owned or personal vehicle for state business. The employee also supports disaster response, recovery, and Continuity of Operations (COOP) activations; emergency assignments may require alternate shifts, extended hours, or relocation.

Requirements

Bilingual in English and Spanish.
At least three years of experience in administrative support, clerical work, or office coordination; an accredited four-year college or university degree may substitute for experience year for year.
Experience using professional office software for documentation, scheduling, or data tracking, such as Microsoft Office Suite, Outlook Calendar, or comparable systems.
Experience answering high-volume, multi-line phones, operating a switchboard, or providing customer service to the public or external stakeholders.
Experience coordinating meeting logistics, managing inventory or supplies, or processing travel or expense documentation.
Valid Class C Texas driver’s license or equivalent license from another state, and a reliable vehicle.
Maintain an acceptable driving record and safely operate a state-owned or personal vehicle for state business.
Knowledge of administrative management, professional office procedures, and high-volume clerical practices.
Knowledge of document retention, file structures, and data archiving techniques.
Knowledge of grammar, spelling, punctuation, and formatting for professional agendas and meeting minutes.
Skill using Microsoft Excel, Word, Outlook, and specialized scheduling databases such as AsureSpace.
Skill assessing, managing, and routing phone calls, visitor inquiries, and public complaints.
Skill organizing materials, arranging travel, and tracking physical inventory.
Ability to work independently, take initiative, prioritize competing tasks, meet deadlines, and maintain administrative workflow.
Ability to communicate clearly and concisely in writing and verbally with diverse populations, staff, and external partners.
Ability to handle sensitive health information, public inquiries, and administrative records discreetly.
Willingness to support disaster response, recovery, and COOP activation; emergency assignments may involve alternate shifts, extended hours, or relocation.

Responsibilities

Coordinate and monitor CHI administrative, logistical, and program operations in accordance with agency standards.
Process weekly travel requests; arrange state vehicle allocations; track vehicle maintenance logs; and audit weekly e-mileage checklists.
Manage mail, certified mail receipts, and courier distributions for the CHI program.
Maintain the CHI unit meeting calendar, resolve scheduling conflicts, and manage facility spaces using AsureSpace Meeting Room Manager.
Maintain records and compliance archives, ensuring data integrity, retention compliance, secure storage, and retrieval.
Audit expense reports, route invoices, coordinate procurement forms, and manage office supply inventories.
Prepare routine and ad hoc administrative reports tracking unit metrics, purchase orders, and travel expenditures.
Coordinate regional event and meeting logistics, including preparing agendas, sign-in sheets, and meeting minutes.
Manage intake, verification, scheduling, and documentation for car seat coordination and distribution appointments.
Coordinate onboarding for new unit staff, including initial IT and system access setup.
Liaise with internal DSHS departments, state agencies, and external public and private stakeholders on operational matters.
Distribute program marketing and educational materials for community events.
Review and route communications for Regional Headquarters, ensuring appropriate routing, security, and timely professional responses.
Operate the regional switchboard, handle high call volumes, resolve or route complex inquiries, and direct callers to staff or programs.
Assist visitors and clients with inquiries, open records references, and complaints professionally and efficiently.
Monitor voice recording systems and shared email inboxes, log public inquiries, and direct correspondence to appropriate personnel.
Provide clerical and administrative support to centrally directed staff and regional clients, including verifying contact information and directory listings.
Cross-train and provide backup coverage for administrative and customer service desks at Regional Headquarters.
Prepare, assemble, and distribute quarterly program toolkits and fulfill staff material requests.
Track program materials and office supply inventory, arrange replenishment, and conduct physical counts.
Support disaster response, recovery, and COOP activation in accordance with DSHS Policy OS-3003; maintain emergency contact rosters and distribute updated safety protocols.
Perform other related duties as assigned and participate in staff meetings, professional development, and mandatory compliance training.