Child Care Regulation Administrative Assistant IV

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Functional Title: Child Care Regulation Administrative Assistant IV

Job Title: Administrative Asst IV

Agency: Health & Human Services Comm

Department: CCL Unreg Operations -SO Admin

Posting Number: 19518

Closing Date: 08/13/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $3,979.22 - $4,837.08

Pay Frequency: Monthly

Salary Group: TEXAS-A-15

Shift: Day

Additional Shift:

Telework:

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location:

Job Location City: AUSTIN

Job Location Address: 701 W 51ST ST

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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Job Description:

Performs highly advanced professional, administrative, secretarial, and technical support to Child Care Regulation (CCR) State Office staff. Duties involve answering the phones and emails to provide comprehensive information to the public about Child Care Regulation, preparing and distributing communications and other correspondence, and scheduling routine and complex meetings to support the CCR State Office. This position coordinates travel for multiple staff, completes travel forms and obtains necessary signatures, and ensures proper hotel documentation is collected for reimbursement. This position orders supplies for CCR State Office as needed, completes CCR State Office purchases, accounts for agency assets, completes and submits forms to secure equipment/space/software access for staff additions, moves and changes. Work involves preparing reports, filing, archiving records, data entry, checking and distributing mail, and other administrative duties as assigned. This position interacts routinely with HHSC staff including CCR state office and regional staff, other agency divisions, representatives from various stakeholder organizations, and the general public. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment.

Essential Job Functions:

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

(35 %) Completes CCR State Office staff travel arrangements, travel authorizations, travel advances, and travel claims for reimbursement in eTravel in accordance with agency travel procedures. Tracks travel expenses and submits monthly reports to Budget.

(25%) Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls on behalf of CCR State Office Staff. Routes incoming calls from members of the general public and other stakeholders to the appropriate staff or department. Collects, reviews, and sends out mail for the CCR State Office Provides administrative and customer support relating to budget, personnel, and travel documents.

(15%) Assists with the onboarding/offboarding process and documents for new hires including full-time employees and contractors, ID badge processing and other support work. Submits and monitors network request forms for different applications.

(10%) Coordinates general office duties such as ordering supplies and equipment, submitting work orders, and maintaining work environment. Responsible for CCR purchasing to ensure that staff have needed supplies and equipment on a timely basis and managing equipment malfunctions to ensure limited disruption to staff work. Coordinates office events and promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts. Works include scheduling individual and team meetings and adjusting meeting invitations when needed. Also includes assistance in compiling materials for meetings, conferences, and presentations.

(10%) Develops, coordinates, and maintains filing and routing systems. Analyzes, develops, and implements technical solutions to administrative problems including the creation of libraries for documents, policies, procedures, forms, and resources, especially as they relate to administrative policies and procedures. Assists the CCR Records Coordinator to determine appropriate retention timeframe and electronic and physical document destruction processes. Provides technical assistance to staff with records retention issues and state library requests.

(5%) Performs other general administrative work as assigned, including assisting with other administrative duties for State Office coverage.

Registrations, Licensure Requirements or Certifications: N/A

Knowledge Skills Abilities:

• Knowledge of office practices and administrative procedures.
• Knowledge of state travel, purchasing, and special software processes.
• Knowledge of English grammar, spelling, punctuation, and writing style.
• Skill in organizing, supporting, coordinating, facilitating, and monitoring various activities of diverse individuals and/or groups and teams.
• Skill in time management, organizing workloads, and setting priorities to meet deadlines.
• Highly skilled in email, e.g., Outlook, and calendar software functions.
• Skill in searching the Internet for information.
• Skill in constructing and maintaining databases and spreadsheets.
• Skill in constructing, proofing, editing, formatting, and maintaining documents, databases, and spreadsheets.
• Skill in organizing information and developing reports, training materials and presentations using word processing and other software (MS Word, PowerPoint, Excel).
• Skill in communicating information clearly, concisely, and effectively, both verbally and in writing.
• Skill in taking and producing accurate meeting notes or minutes.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Skill in coordinating, facilitating, organizing, and processing travel arrangements and reimbursements.
• Skill in reviewing budgets and preparing purchasing approvals.
• Ability to interpret and apply agency rules, regulations, policies, and procedures.
• Ability to organize and manage multiple and diverse tasks/projects in an effective and efficient manner.
• Ability to work under deadline pressures and cope well in stressful environments.
• Ability to write clearly and concisely with minimal grammar, spelling, punctuation, and formatting errors.
• Ability to communicate effectively within the agency and with the public.
• Ability to implement administrative procedures and to evaluate their effectiveness.
• Ability to exercise judgment and critical thinking in evaluating situations, making decisions, and effectively working through areas of conflict.
• Ability to establish and maintain effective working relationships with supervisors and co-workers.

Initial Screening Criteria:

• Graduation from high school or General education development (GED)
• One year full-time administrative support, general office, clerical, or secretarial experience.
• Experience processing travel arrangements preferred
• Customer Service preferred

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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 to fill this position. For more information please see the Texas State Auditor's Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditors Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.