Administrative Asst III

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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 Asst III

Job Title: Administrative Asst III

Agency: Dept of State Health Services

Department: Region 11

Posting Number: 22795

Closing Date: 04/27/2027

Posting Audience: Internal and External

Occupational Category: Community and Social Services

Salary Range: $2,953.25 - $3,521.55

Pay Frequency: Monthly

Salary Group: TEXAS-A-13

Shift: Day

Additional Shift:

Telework: Not Eligible for Telework

Travel: Up to 35%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location:

Job Location City: HARLINGEN

Job Location Address: 601 W SESAME DR

Other Locations:

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:

Under the direct supervision of the Community Health Improvement (CHI) Manager t he Administrative Assistant III performs advanced (journey-level) administrative and clerical support work for the Texas Department of State Health Services (DSHS). Operating under the Community Health Improvement (CHI) unit and Regional Headquarters, this position is responsible for the comprehensive coordination of daily program logistics, fleet tracking, travel documentation, and procurement tracking. The role plays a vital operational part by managing the regional switchboard communication hub, handling sensitive public and client inquiries, coordinating specialized public health appointments (such as car seat safety programs), and planning regional event logistics. Work is performed under general supervision with moderate latitude for the use of initiative and independent judgment. This position also maintains emergency readiness and actively supports the agency's Continuity of Operations (COOP) or disaster response activations under DSHS Policy OS-3003. Employee maintains an acceptable driving record that meets the standards developed by the Texas Department of Public Safety (DPS) and safely operates either a state owned vehicle or personal vehicle to conduct state business in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures, and Texas motor vehicle, traffic and driving licensing law. Employee must have a valid Class C Texas driver's license or equivalent license from another state and reliable vehicle. Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Essential Job Functions (EJFs):

(40%) • Coordinates and monitors core administrative, logistical, and program operations for the CHI unit to ensure compliance with agency standards and efficient workflow.

• Coordinates program travel and fleet logistics by processing weekly Travel Requests, arranging state vehicle allocations, tracking vehicle maintenance logs, and auditing weekly e-mileage checklists.
• Manages incoming and outgoing communications and materials, including sorting and distributing State Office mail, managing certified mail receipts, and coordinating Lone Star overnight courier distributions for the CHI program.
• Oversees schedule and facility resource allocation by maintaining the master CHI unit meeting calendar, troubleshooting scheduling conflicts, and independently managing facility spaces utilizing the AsureSpace Meeting Room Manager.
• Maintains complex record-keeping systems and compliance archives to guarantee data integrity, strict adherence to state document retention schedules, easy retrieval, and secure storage of relevant program data and records.
• Executes specialized financial and staff support processes, including auditing expense reports for policy compliance, routing invoices to accounts payable, coordinating procurement forms, and controlling office supply inventories.
• Generates routine and ad-hoc administrative reports for management review, tracking unit metrics, purchase orders, and travel expenditures to assist with budgetary oversight.

(20%) • Manages the logistical coordination, scheduling, and documentation of regional events and meetings, including the independent preparation of comprehensive agendas, sign-in sheets, and accurate meeting minutes.

• Oversees and administers specialized public health appointments, specifically managing the intake, verification, scheduling, and documentation for the programs car seat coordination and distribution appointments.
• Performs a range of diverse, advanced administrative activities for the department or organizational unit, including on-boarding coordination for new unit staff and setting up initial IT/system access.
• Serves as a central point of liaison with other internal DSHS departments, state agencies, and external public/private constituencies to facilitate the efficient resolution of a variety of day-to-day operational matters.
• Coordinates the distribution of program marketing and educational materials for community events, ensuring stakeholder groups receive requested assets in a timely manner.

(20%) • Oversees and assesses incoming and outgoing public and internal communications for Regional Headquarters staff to ensure accurate routing, security compliance, and professional response times.

• Manages the regional switchboard, processing large call volumes, resolving or redirecting complex inquiries, and routing callers to the appropriate staff members or public health programs.
• Assists public visitors and agency clients with complex inquiries, open records references, or complaints in a highly professional, courteous, and efficient manner.
• Monitors voice recording systems and general unit email inboxes, actively retrieving messages, logging public inquiries, and accurately directing correspondence to appropriate program personnel.
• Provides specialized clerical and administrative support to centrally directed staff and regional clients upon request, including retrieving correct programmatic contact information and verifying agency directory listings.
• Cross-trains and provides back-up coverage for other administrative and customer service desks within the regional headquarters during staffing shortages.

(10%) • Coordinates the quarterly preparation, assembly, and distribution of program toolkits and fulfills complex staff material requests.

• Monitors and tracks inventory levels of program materials, coordinates the replenishment and ordering of unit office supplies, and conducts physical inventory counts to prevent shortages.
• Actively participates and/or serves in a supporting role to meet the agencys obligation for disaster response and/or recovery or Continuity of Operations (COOP) activation in accordance with DSHS Policy OS-3003. (Note: Such participation may require alternate shift patterns, extended hours, or relocation during an emergency assignment).
• Assists in maintaining unit emergency contact rosters and distributing updated safety protocols to staff to support regular COOP readiness drills.

10%) • Performs other job-related duties as assigned.

• Participates in unit staff meetings, professional development, and mandatory agency compliance trainings.

Knowledge, Skills and Abilities (KSAs):

[List the key KSAs, grouped by type.]

Knowledge of: Knowledge of administrative management, professional office procedures, and high-volume clerical practices.

Knowledge of document retention, file structures, and data archiving techniques to maintain program compliance.

Knowledge of grammar, spelling, punctuation, and formatting rules necessary to prepare professional meeting minutes and agendas.

Skill in: Skill in the use of standard office automation systems, specifically Microsoft Excel, Word, Outlook, and specialized scheduling databases (such as AsureSpace).

Skill in assessing, managing, and efficiently routing telephone calls, visitor inquiries, and complex public complaints.

Skill in organizing materials, setting up travel arrangements, and tracking physical supply inventories.

Ability to: Work independently with moderate latitude for independent judgment and take initiative on day-to-day administrative tasks.

Ability to prioritize competing tasks, manage deadlines, and maintain the administrative workflow of a busy regional health office.

Ability to express ideas clearly and concisely, both verbally and in writing, with diverse populations, internal staff, and external partners.

Ability to handle sensitive health information, public inquiries, and regional administrative records with discretion.

Registrations, Licensure Requirements or Certifications:

Texas motor vehicle, traffic and driving licensing law. Employee must have a valid Class C Texas driver's license or equivalent license from another state.

Initial Screening Criteria:

Bilingual English and Spanish

Minimum of three (3) years of experience in administrative support, clerical work, or office coordination. (Substitutions: Graduation from an accredited four-year college or university may substitute for experience on a year-for-year basis).

Experience utilizing professional office software for documentation, scheduling, or data tracking (e.g., Microsoft Office Suite, Outlook Calendar, or comparable systems).

Experience answering high-volume multi-line phones, operating a switchboard, or providing customer service to the general public or external stakeholders.

Experience coordinating meeting logistics, managing inventory/supplies, or processing travel/expense documentation.

Additional Information:

NA

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