Administrative Assistant II

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

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 II

Job Title: Administrative Asst II

Agency: Dept of State Health Services

Department: TX Ctr for Infectious Disease

Posting Number: 18692

Closing Date: 07/21/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $3,500.00 - $3,946.25

Pay Frequency: Monthly

Salary Group: TEXAS-A-11

Shift: Regular Weekend 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: Texas Center for Infectious Disease

Job Location City: SAN ANTONIO

Job Location Address: 2303 SE MILITARY DR

Other Locations: San Antonio

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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Brief Job Description:

The Quality Improvement Assistant (Administrative Assistant II) performs advanced administrative and technical support work for the Quality Management Department. Work involves maintaining Quality Management databases, spreadsheets, and tracking systems; coordinating the incident reporting system; validating quality data within the Electronic Medical Record (EMR); preparing reports, presentations, and meeting materials; and supporting quality improvement, patient safety, regulatory compliance, and accreditation activities. Assists with coordinating Quality Management meetings, maintaining departmental records, and supporting the mission of the Texas Center for Infectious Disease Hospital. Works under moderate supervision with limited latitude for the use of initiative and independent judgment. Employee actively participates in disaster response, recovery, and Continuity of Operations (COOP) activities as needed.

Essential Job Functions (EJFs):

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, a rotating schedule, extended shifts, and/or overtime in accordance with agency leave policy. Performs other duties as assigned.

EJF 1. Maintains Data and Reporting Systems (30%)

Maintains Quality Management databases, spreadsheets, and tracking systems to support quality improvement, patient safety, regulatory compliance, and performance monitoring. Enters, verifies, updates, and maintains quality data from multiple sources to ensure accuracy, completeness, and timeliness. Assists with preparing charts, graphs, dashboards, summaries, and reports for leadership and committees.

EJF 2. Maintains the Quality Incident Reporting System (25%)

Maintains the Quality Management incident reporting system by reviewing reports for completeness, accuracy, and appropriate routing. Performs data entry, monitors report status, follows up with departments to obtain missing or incomplete information, tracks follow-up activities, and maintains data integrity within the incident reporting system. Generates routine reports and assists with quality assurance activities related to incident reporting.

EJF 3. Validates Quality Management Data (15%)

Routinely accesses the Electronic Medical Record (EMR) to validate Quality Management data, verify documentation accuracy, reconcile discrepancies, and maintain the integrity of quality performance measures and reports.

EJF 4. Coordinates Meetings and Documentation (10%)

Supports Quality Management team members in facilitating meetings by preparing agendas, meeting materials, presentations, meeting minutes, tracking committee action items and co-facilitating. Maintains Quality Management records and documentation and follows up on assigned tasks as requested.

EJF 5. Supports Regulatory and Accreditation Activities (10%)

Maintains Quality Management files, regulatory documentation, and supporting records for accreditation and survey readiness activities. Assists with preparing reports, correspondence, presentations, and other documents in support of Quality Management operations.

EJF 6. Supports Quality Management Operations (10%)

Provides administrative support for Quality Management operations by responding to routine inquiries, maintaining departmental records, assisting with special projects, coordinating routine administrative activities, and supporting departmental initiatives to promote efficient operations.

Knowledge, Skills and Abilities (KSAs)

Knowledge:

• Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Office practices, records management, and administrative support procedures.
• Data entry, database management, and spreadsheet maintenance.
• Electronic Medical Record (EMR) systems and electronic reporting systems.
• Principles of quality improvement, patient safety, and healthcare data management.
• Confidentiality requirements, including HIPAA and protection of sensitive information
• Maintaining accurate spreadsheets, databases, and tracking systems.

Skills:

• Data entry, validation, and quality assurance.
• Preparing reports, charts, graphs, and presentations.
• Using Microsoft Excel to organize, analyze, and summarize data.
• Organizing meetings, preparing agendas, recording minutes, and tracking action items.
• Written and verbal communication.
• Time management, organization, and attention to detail.
• Customer service and collaboration with interdisciplinary teams

Abilities:

• Maintain accurate, organized, and confidential records.
• Review and validate data for accuracy, completeness, and consistency.
• Learn and adapt to new software applications and reporting systems.
• Prioritize multiple assignments and meet established deadlines.
• Communicate effectively with staff at all organizational levels.
• Exercise sound judgment and maintain confidentiality when handling sensitive information.
• Work independently and collaboratively in support of quality improvement activities.

Registrations, Licensure Requirements or Certifications:

n/a

Initial Screening Criteria:

• Graduation from a standard senior high school or equivalent is generally preferred.
• A minimum of 3 years of administrative support experience.
• Experience using Microsoft Office applications, including Excel, Word, Outlook and PowerPoint.

Preferred Qualifications

• Experience working in a hospital, healthcare, behavioral health, or public health setting.

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