Administrative Asst IV

TX-HHSC-DSHS-DFPS • Arlington, TX

2d • $3,248 - $4,837 • Onsite

About The Position

Performs highly complex (senior-level) administrative support work in DFPS’ Operations Support Services division, as a contributor to operational excellence. The Operations Support Services division is responsible for the day-to-day facility operations of state office, the management of space utilization across the state, and asset tracking/reporting for DFPS. This position performs advanced administrative support involving disseminating information, preparing correspondence, maintaining files and data entry within the scope of Operations Support Services. This role plays a critical part in ensuring accurate record keeping and data entry for the Regional Operations team, are aligned with agency priorities and delivered efficiently, on time, and within scope.

Reporting directly to the Regional Operations director, this position supports the Regional Operations team. Requires strong communication skills, data entry, and organization. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment. May occasionally receive instruction or assistance as new, unusual, or unique situations arise and assist others in performing higher-level work.

Requirements

• Graduation from high school or equivalent with three years recent full-time administrative support, general office, clerical, secretarial or State Agency experience.
• Experience using Outlook, Word, Excel, and PowerPoint.
• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software.
• Ability to communicate effectively.
• Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.
• Ability to provide guidance to others.

Nice To Haves

• State agency experience working in an office that dealt with confidential records or documents.
• Experience assisting public and/or answering customer inquiries over the phone, through personal contact, correspondence or email.
• Experience explaining policies and procedures, rules, or regulations.
• State agency experience handling and maintaining files, records, or logs.

Responsibilities

• Prepares and disseminates information concerning agency programs, services, and procedures.
• Serves as a primary or secondary point of contact for office operations by coordinating facility service requests, managing building access needs, and ensuring the office environment remains functional and safe for staff.
• Supports office staff by providing technical assistance with internal systems and software tools, often responding to requests from staff in various locations and documenting troubleshooting steps to improve efficiency.
• Communicates procedural guidance and policy updates to state agencies, stakeholders, and staff through email or formal memoranda, helping to ensure understanding of agency programs and procedures.
• Proofreads and formats various documents, including reports, letters, and policy drafts, submitted for Regional Operation Director approval to ensure professional quality and adherence to agency standards.
• Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
• Provides high-level administrative assistance to the Regional Operations Unit by drafting reports, maintaining schedules, and coordinating document flow across programs to support smooth daily operations and long-term planning.
• Works under the direction of the Operations Support Services (OSS) Division to write formal letters, internal memos, and external communications in-office, often responding to specific program needs or stakeholder inquiries to ensure information is timely and aligned with agency messaging.
• Assists in conveying information regarding OSS division updates on procedural changes related to technical issues or modifications to internal systems, such as changes in space management tools, or procurement procedures, via email announcements, talking points, and reference guides to help staff understand new expectations and minimize workflow disruptions.
• Reviews and edits submitted documentation from staff, such as formal reports, policy drafts, or correspondence, ensuring clarity, accuracy, and adherence to formatting guidelines before routing them to the Regional Operation Director for approval.
• Answers and routes phone calls; routes mail, files, and orders; and maintains office supplies.
• Communicates via phone call, email, and in-person from DFPS staff or external partners throughout the day to provide, exchange, verify information, answer inquiries, address issues, or resolve/report problems or complaints, ensuring consistent communication and timely service delivery.
• Coordinates daily office operations, such as ordering office supplies, submitting requisitions, monitoring/tracking purchase orders submitted and assisting with general human resource work to support continuity and compliance.
• Gathers information from division staff on purchasing needs and compiles a consolidated list to streamline ordering and avoid duplication.
• Tracks requests for sole source or emergency purchase requests, noting justification, approval status, and vendor details to ensure transparency and compliance with procurement rules, while maintaining records as required.
• Receives, sorts, processes and disseminates incoming mail daily to the appropriate individuals or departments within the office, while preparing outgoing mail for pickup or delivery to ensure timely communication flow and support agency operations.
• Creates, maintains, and enters information into databases.
• Serves as backup for reception and switchboard duties by answering incoming calls, greeting visitors, and routing inquiries to appropriate staff during scheduled coverage rotations or when the primary receptionist is out, ensuring continuous access to office services and consistent communication support for internal and external stakeholders.
• Maintains the space management system documentation for move requests and record receipts by reviewing submitted entries from staff for completeness and accuracy, making corrections to support informed decision-making on office space usage and capacity planning.
• Creates, edits, and maintains records within the space management database system, especially during office moves or staffing changes, ensuring accuracy of current assignments and integrity of all data entries to support operational continuity.
• Compiles data for charts, graphs, databases, summaries, or reports.
• Gathers data from operations staff and internal tracking systems to compile summaries and charts that reflect trends in office supply usage, space assignments, and special project outcomes, and performs calculations such as cost comparisons or space utilization percentages to inform leadership decision-making.
• Maintains and organizes administrative records for the Operations Support Unit, including completed purchase requests
• Provides direct administrative support to the Operations Support Services Directors by scheduling project meetings, preparing briefing documents, and compiling daily updates, and assisting with formatting and submitting reports to ensure deadlines are met and leadership has the necessary information to address operational needs.
• Collaborates and coordinates with administrative staff from other DFPS programs during interdepartmental projects such as facility transitions, procurement efforts, and space reallocations, collects and shares relevant data, ensures alignment of procedures, and maintains communication to support project completion and consistency across teams for various projects.
• Maintains scheduling and event calendars.
• Coordinates with hiring managers and HR partners to schedule interviews for job applicants applying to Regional Operations Support positions, confirming availability, reserving meeting rooms or virtual platforms, and ensures applicants receive accurate instructions, all to support a timely and organized hiring process.
• Works closely with directors, program leads, and administrative coordinators to schedule, organize, and manage ad hoc appointments, meetings, conferences, and travel for the Regional Operations unit to ensure smooth execution of operations and compliance with agency procedures.
• Coordinate meetings, conferences, and seminars.
• Coordinates the reservation of appropriate conference rooms at central office locations in advance of scheduled meetings, interviews, or seminars for Regional Operations unit and staff, confirming technology setup, and attendee needs to ensure meetings run efficiently and without disruption.
• Provides additional administrative support during meetings and events by preparing nameplates, distributing materials, recording attendance, or assisting with check-in and logistics as requested by Regional Operations leadership to maintain smooth coordination and professionalism during agency-hosted functions.
• Coordinate and schedule travel and appointments for professional staff.
• Works with Regional Operations leadership and staff across DFPS divisions to coordinate one-on-one and team-wide meetings confirming participant availability, sending calendar invites, and ensuring meeting materials are distributed in advance to support efficient use of time and alignment on priorities.
• Coordinates travel arrangements and authorizations for professional staff traveling on behalf of the Regional Operations unit, ensuring bookings follow state travel guidelines, aligning with agency budgets, and confirming in advance to support timely attendance and minimize disruption to operational responsibilities.
• Maintain filing systems, including recording information, updating paperwork, or maintaining documents, records, correspondence, or other material.
• Provides daily administrative assistance to the Regional Operations Coordinators by reviewing incoming e-MAC and SPARC requests for accuracy and completeness, entering and updating data in the space management system, and ensuring that all requests are processed in accordance with agency timelines to support operational continuity and accurate office tracking.
• Assists new and existing Regional Operations and support staff in navigating the space management system by providing one-on-one technical support and training to promote consistent and correct use of the system across division.
• Uses data from regional contacts, project coordinators, and internal forms to assign space-related tasks or administrative requests to appropriate staff and maintains a tracking system to generate assignments based on information received, and to track timely completion of requested services.
• Explain and disseminate information concerning agency programs and procedures.
• Represents the Regional Operations Support team during interdepartmental workgroups or administrative workshops by sharing knowledge of internal procedures, offering feedback on operational processes, and ensuring accurate information is communicated to peers and leadership to support cross-functional understanding and alignment.
• Compile materials for meetings, conferences, seminars, presentations, and trainings.
• Assists with preparation of reports for OSS by assembling agendas, printouts, handouts, and slide decks in advance of scheduled meetings, conferences or training sessions hosted by Regional Operations, collaborating with directors and presenters to ensure that materials are accurate, professionally formatted, and distributed to participants on time to support clear communication and productive engagement
• Drafts formal emails, memos, and meeting summaries for Regional Operations Directors following internal and external meetings to document decisions, action items, and follow-up tasks, ensuring notes are clear, accurate, and distributed promptly to keep all stakeholders informed and aligned.
• Prints and organizes materials for attendees, such as handouts, sing-in sheets in advance of scheduled meetings or training events, setting up staff registration tables to welcome participants, distribute materials, and provide assistance, ensuring events run smoothly and participants have what they need to engage fully.
• Perform, organize, and administer travel arrangements for management.
• Coordinates all phases of travel for Regional Operations leadership, including obtaining travel authorizations, booking flights, securing hotel reservations, and arranging rental cars, to ensure compliance with agency travel policies and minimize logistical disruptions during field visits, conferences, or statewide meetings.
• Collects and reviews receipts and travel documentation from management following each trip, completes expense reimbursement forms in accordance with agency guidelines, and submits them within required deadlines to support accurate financial reporting and prompt reimbursement
• Manages the calendars of Regional Operations managers, updating travel and meeting details as they arise to ensure schedules remain current, conflicts are minimized, and leadership can effectively plan their availability.
• Communicates with travel vendors, hotel representatives, and internal staff to make itinerary changes when cancellations, rescheduling, or emergencies occur, ensuring updated confirmations are provided and records are adjusted to reflect accurate travel information for reporting purposes.
• Conduct administrative reviews of reports, documents, applications, or summaries to ensure administrative completeness.
• Conducts routine review for quality assurance (QA) of space management systems, identifying discrepancies or incomplete data and following up with the originating office to correct errors and ensure records meet internal standards.
• Ensure accuracy of the agency’s space management system and in record keeping by verifying space assignment data, office location records, and facility resource details entered by regional contacts, helping leadership make informed decisions regarding office capacity, facility needs, and staff placement.
• Provides ongoing administrative or support to multiple operational functions within the Regional Operations unit by drafting process documents, maintaining assignment tracking logs, responding to inquiries about internal procedures, and ensuring documentation is complete and up to date for reporting compliance and audit readiness.
• Respond to inquiries regarding technical program or administrative regulations, policies, and procedures.
• Provides training for Regional Operations Support Services staff and assists with onboarding new employees by reviewing key administrative policies, demonstrating how to navigate internal systems, and answering questions about procedural requirements.
• Responds to calls and emails from DFPS employees and external partners seeking clarification on regional operations procedures, such as space requests or purchasing guidelines, offering step-by-step guidance and reference materials to promote understanding and adherence to agency protocols.
• Assists leadership and staff with miscellaneous administrative needs such as clarifying changes to internal processes, distributing updated policy documents, or explaining implemented procedures during program transitions to maintain operational efficiency and compliance across units.
• Compile and edit data for charts, graphs, and databases, and prepare summaries or reports.
• Prepares detailed reports from the agency’s space management database system, for Regional Operations leadership, summarizing workspace usage, personnel assignments, and facility availability to support planning, compliance, and resource allocation decisions.
• Completes summaries of the space management database system data, identifying areas where further information and or updates are needed to the location data or personnel entries, to ensure the data is accurate and up to date.
• Provide guidance to other staff performing clerical and administrative work.
• Provides guidance to fellow administrative staff across the Regional Operations unit during high-volume periods, or special projects by guiding the completion of clerical tasks such as data entry, supply orders, and call routing, helping to ensure business continuity and uninterrupted service to internal and external stakeholders.
• Perform administrative edits to data in charts, graphs, and databases; and prepare summaries or reports.
• Conducts routine reviews of entries into the agency’s space management system submitted by Regional Operations staff, correcting formatting issues, updating personnel or location details, and flagging incomplete records to maintain accurate, up-to-date data that supports informed decision-making and compliance with agency space utilization policies.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Uses email and internal communication platforms daily to share updates, respond to inquiries, and distribute documents to DFPS staff across regions, ensuring timely coordination on administrative tasks, space management changes, and operational procedures.
• Communicates with HHS administrative contacts, vendors, and building management via email and phone to relay information about facility needs, maintenance schedules, or coordination of shared services, supporting interagency alignment and uninterrupted business operations.
• Supports various operational functions such as preparing space assignments during office moves, logging physical inventory updates, and rotating through receptionist and mailroom tasks to maintain consistent office service coverage and support team needs during transitions or high-volume periods.
• Performs related work as assigned.
• Provides flexible administrative support to Regional Operations leadership and peers by taking on additional responsibilities during special projects, emergency response efforts, or cross-functional initiatives to help the agency fulfill critical operational goals and maintain continuity of service delivery.
• Occasionally works beyond standard business hours during times of high-priority deadlines, office relocations, or urgent assignments to ensure that essential administrative tasks are completed on time and agency commitments are met without disruption.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members
• Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave
• Optional dental, vision, and life insurance
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment
• Public Service Loan Forgiveness

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED