Administrative Assistant II

Administrative Assistant II – Client Records Department

Location: San Antonio, TX – San Antonio State Hospital (6711 S New Braunfels)

Salary: $2,829.00 – $3,946.25 per month (Texas‑A‑11)

Shift: Day;
Telework not eligible;
Travel up to 5%.

We are seeking an organized Administrative Assistant II to support the Client Records Department. The role involves routine administrative work, data entry, reporting, and support for program staff. The position requires assisting clerks, maintaining records, and participating in disaster response or continuity operations.

• Provide general administrative support, including tabulating, inventory control, running reports, data entry, answering phones, and preparing documents.
• Maintain filing and data systems, respond to inquiries, and record calendar events.
• Assist in training and support clerks under general supervision.
• Participate in disaster response/continuity operations as required.
• Act as receptionist for program office, handle routine inquiries, and manage visitor greetings.
• Produce, review, and proof correspondence and reports; prepare departmental reports such as daily census and inventory requisitions.
• Maintain supplies, process purchase orders, and manage mail and office equipment.
• Serve as Notary Public for program documents when required.
• Submit facility work orders, follow up status, and maintain reports.
• Communicate departmental information across units and lead clerks and assistants.

The following represent the approximate distribution of work for the position:

• Reception and visitor interaction – 30%
• Documentation, reports, and calculations – 25%
• Supply management and purchasing – 10%
• Mail processing and notary duties – 10%
• Work order management – 10%
• Staff communication and leadership – 10%
• Additional duties including disaster response – 5%

• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and Teams.
• Organization and communication skills, both oral and written.
• Effective use of databases and automated office systems.
• Prioritization and task management with minimal errors.
• Basic computer software competency.

• Minimum 18 months of office administrative experience.
• At least 24 months of experience using Outlook, Excel, Word, PowerPoint, Teams.
• Valid Texas driver’s license; out-of-state license must be converted within 90 days.
• Current Notary Public license or ability to obtain within 12 months.

• Pass a fingerprint criminal background check, pre‑employment drug screen, and registry checks (CANRS, etc.).
• Immunization required per HHSC policy; influenza vaccination may be required.

• Flexibility for overtime and extended hours may be required.
• Position may be needed during disaster response or COOP activation.
• Equal Employment Opportunity – HHSC is an equal opportunity employer.

HHSC provides reasonable accommodations for applicants with disabilities per ADA. Request accommodation during application or interview process.

All matters related to application, eligibility, and employment are governed by Texas & HHSC policies.