Administrative Assistant II

Career Opportunities:
Administrative Assistant II (18964)

Agency:
Health & Human Services Comm
• Department: TW Reg 07 Mgmt EOAPD
•

Job Location:

ROUND ROCK
• Job Location Address: 1101 E OLD SETTLERS BLVD
• Salary Range: $2,694.33 - $3,946.25
• Pay Frequency:
Monthly
• Salary Group: TEXAS-A-11
• Shift: Day
• Telework:
Eligible for Telework
• Travel:
Up to 10%
• Regular/Temporary:
Regular
• Full Time/Part Time:
Full time
• FLSA:
Nonexempt

This role provides essential administrative support within the Access and Eligibility Services (AES) division, assisting an Eligibility Operations Program Manager and supporting the unit’s workflow, records, meetings, and communications. HHSC offers a comprehensive benefits package and a focus on delivering service to clients and stakeholders.

Brief Job Description

We are seeking a highly motivated, compassionate individual to assist Texans in need of food, medical care, cash assistance and other social services. The AES division connects individuals to services to reduce institutionalization, promote community living, and support economic and personal self-sufficiency.

Responsibilities

• Provide secretarial and administrative support to an Eligibility Operations Program Manager. Maintain confidential files and track assignments including reports, inquiries, and office activities.
• Review and disseminate information concerning agency programs and services, prepare routine or special correspondence, reports, studies, forms, or documents.
• Produce essential documents using Word, Excel, and other software; review the accuracy of correspondence and reports produced by managers and staff.
• Provide assistance to others regarding operation of office equipment and automated systems used by unit staff.
• Answer telephone calls, refer callers to appropriate staff, take messages, and respond to basic questions.
• Arrange travel for managers and staff; arrange meetings or conferences with state and other federal groups.
• Develop, coordinate, and maintain an extensive record-keeping or filing system for multiple projects while ensuring compliance with record retention schedules.
• Support meeting planning and coordination; assist with policy and procedure application where needed.
• Perform other duties as assigned; maintain attention to detail and adherence to complex policies and procedures.

Essential Job Functions (EJFs)

• Attend work on a regular and predictable schedule in accordance with agency leave policy and perform other duties as assigned.
• Open, date, sort, or distribute mail and documents.
• Prepare and proofread correspondence, forms, and documents using computer software.
• Communicate at an intermediate level to provide, exchange, or verify information; address inquiries and resolve problems.
• Provide intermediate technical assistance on policies, procedures, rules, and requirements.
• Manage calendar and travel arrangements; schedule meetings and trainings.
• Maintain records, files, and logs; retrieve or purge as needed.
• Prepare ongoing or special narrative or statistical reports.
• May work overtime or weekends as required; operate in a fast-paced environment with deadlines.

Knowledge,

Skills and Abilities

(KSAs)

• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software.
• Ability to communicate orally and in writing.
• Ability to implement administrative procedures and interpret rules, regulations, policies, and procedures.

Registrations, Licensure Requirements or Certifications

Not applicable (N/A).

Initial Screening Criteria

• High School Diploma or GED required.
• Experience as a Clerk or Administrative Assistant in an office setting.
• Experience in professional customer service environments.
• Clerical/administrative duties experience (filing, answering phones, message taking, scheduling, travel coordination).
• Experience using PC applications for data entry and record retrieval; experience with Excel, Word, Outlook, and PowerPoint.
• Thirty hours of college credit or higher preferred; TIERS experience preferred.
• Two years of work experience in eligibility programs (e.g., Food Stamps or cash assistance) preferred.
• Bilingual English/Spanish skills preferred; experience in the Office of Eligibility Services preferred.

Additional Information

• Field Office hours are typically Monday-Friday 8:00am–5:00pm; overtime or weekend work may be required.
• Applicants may be required to pass fingerprint background checks and agree to resolve any over payments as a condition of employment.
• Active military veterans are encouraged to apply where qualified.
• ADA accommodations are available during the hiring process; contact the HHSC Employee Service Center for assistance.
• HHSC uses E-Verify; bring I-9 documentation on first day of work.
• This position may be eligible for telework subject to state and agency policies and supervisor discretion.