Administrative Assistant IV

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Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

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Functional Title: Administrative Assistant IV
Job Title: Administrative Asst IV
Agency: Dept of State Health Services
Department: Immunization Unit
Posting Number: 16811
Closing Date: 05/22/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $3,248.00 - $4,042.58
Pay Frequency: Monthly
Salary Group: TEXAS-A-15
Shift: Day
Additional Shift: Days (First)
Telework: Not 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: 1100 W 49TH ST (DHT)
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
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GENERAL DESCRIPTION:

Brief Job Description:

Under the general supervision of the Immunization Operations Director, coordinates administrative activities of the Immunization Business Operations, Grant, and Policy Unit. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the Operations Director with moderate latitude for the use of initiative and independent judgment. Coordinates complex internal administrative support and assistance work. Maintains the Operations Director's calendar and schedules group and individual meetings. Record written meeting notes, screens content of correspondence and emails for the Unit Director and maintains a suspense file for follow-up and compliance due dates. Develops, coordinates, and maintains filing, record management, and routing systems for the team. Works closely with the Section Staff Services Officer (SSO) to receive and distribute administrative assignments and tasks to team members and other appropriate staff. Coordinates with Unit staff, Operations Director and Immunization Section office for signature approvals on documents. Provides some administrative office support to the Immunization Unit staff as needed.

ESSENTIAL JOB FUNCTION (EJF): List in order of importance the essential job functions. Following each EJF, indicate in parentheses () the percentages of time spent. Percentages should be in increments of 5% and not exceed 100%.

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(30%) Provides administrative support as assigned by the Operations Director. Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Coordinates the preparation, editing, proofing and distribution of technical documents, reports, correspondence, memos, and forms before submitting for signature/approval of the Operations Director. Maintains official copies of correspondence. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of the Unit Director.

(30%) Compile materials for meetings, conferences, seminars, presentations, and trainings. Coordinates regular Unit meetings and conference calls on behalf of the Operations Director. Coordinates conferences and senior management meetings on behalf of the Unit. Coordinates the development of handouts and other materials necessary for all meetings. Monitors the email and calendar of the Operations Director and interprets and disseminates information to Operations Director regarding critical issues. Evaluates requests and inquiries to determine which are priority matters and alerts the Operations Director accordingly. Coordinates and maintains the Unit’s multiple Unit constituent mailboxes and calendars in Microsoft Outlook. Coordinates responses to contingent inquiries. Ensures calendar is updated and identifies potential scheduling conflicts. Prepares daily binder and keeps files organized. Keeps Operations Director informed of pending decisions and commitments.

(15%) Explain and disseminate information concerning agency programs and procedures. Participates in the planning, development and training related to Unit administrative policies and procedures. Serves as liaison between programs, Unit and Section for authorization sign-off on rule items, grant compliance reports, service contracts, out-of-state travel requests and Memorandum to the Commissioner. Ensures out of state travel requests are prepared according to division policy and tracked through final approval or denial. Includes offering technical advice and assistance to Unit personnel in administrative policy and procedure matters. Purchasing for Unit using HHSAS, Office Depot, PRF’s, & other methods of purchasing.

(15%) Conduct administrative reviews of reports, documents, applications, or summaries to ensure administrative completeness. Coordinates the completion of Unit assignments to ensure timely submission. Ensures that Unit staff is aware of, and adheres to, all policy guidelines. Coordinates submission of assignments to the section and act as backup to the SSO to coordinate assignments to the division offices; maintains necessary files/records. Develops and maintains filing system for personnel files. Serves as back up to the Section SSO for HR Issues & IT procurement & Special Assignments. Assist SSO in training Section/Unit’s administrative assistants on office procedures and may supervise the work of others.

(5%) Prepares Travel Request Authorization Forms and makes travel arrangements and reservations. Enters, monitors and approves travel-related submissions on behalf of the Unit Director in the Travel Reimbursement System.

(5%) Other duties as assigned may include actively participating during a disaster response and/or recovery effort, serving in a supporting role during a disaster response and/or recovery effort, and assisting in work to maintain continuity of operations of the agency during a disaster response and/or recovery effort. Such participation may require an alternate shift pattern assignment and/or location. Serves as a Floor Coordinator for Evacuation Coordination (i.e. Fire Drills). Unit personnel in administrative policy and procedure matters. Purchasing for Unit using HHSAS, Office Depot, PRF’s, & other methods of purchasing.

KNOWLEDGE SKILLS ABILITIES:

• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software (high proficiency in Microsoft Outlook, Microsoft Word, Excel, and other 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.
• Ability to track assignments and special projects.
• Ability to prepare and proofread professional correspondence (emails, memos, reports)
• Ability to take accurate meeting minutes.
• Ability to maintain complex electronic and physical filing systems.
• Ability to prioritize competing deadlines.

Registrations, Licensure Requirements or Certifications:

N/A

INITIAL SCREENING CRITERIA:

• High school diploma or GED required.
• A minimum of three years’ administrative assistant or clerical experience.

ADDITIONAL INFORMATION: Use this to include any in-baskets, etc. Applicants selected for interview will be required to complete an in-basket exercise. Full salary range may not be offered due to budget limitations.

SPECIAL INSTRUCTIONS:

Agency salary policy, budget and candidate’s qualifications will dictate final salary offer.

Must be legally authorized to work in the U.S. without sponsorship.

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: No direct military equivalent. For more information see the Texas State Auditor's Military Crosswalk at: http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

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 for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form