Administrative Assistant IV

Date:
May 19, 2026

Location:

TERRELL, TX

The Administrative Assistant IV serves as primary administrative support for the Quality Management Department at Terrell State Hospital. The role includes complex secretarial work, communication liaison responsibilities, data analysis, and coordination of a variety of administrative functions. This position supports a busy, multitasking office that monitors Quality Management performance and ensures compliance with governmental entities, laws, and accreditation requirements.

• Provide primary administrative support to the Quality Management Director; schedule and maintain the director’s appointment book.
• Plan, direct, organize, and monitor workflow within Quality Management; coordinate special projects and maintain filing systems for correspondence, minutes, reports, and personnel records.
• Screen phone calls, route inquiries, and handle visitor appointments/locations.
• Collect and prepare reports or manuals, compile data for charts, graphs, and databases, and produce report summaries.
• Serve as secretary to various committees; record minutes, transcribe witness testimony, and maintain audit trails.
• Manage mail distribution; sort, screen, and route documents to appropriate departments.
• Maintain tracking systems for time‑sensitive material such as performance evaluations and license verification notices.
• Coordinate meetings, circulate agendas, and manage minutes for Quality Management Executive and staff committee meetings.
• Assist in compiling and analyzing data, making calculations, manipulating spreadsheets, and preparing and disseminating reports.
• Prepare routine and special correspondence, reports, studies, forms, and documents.
• Assist with budget preparation, recording of budget figures, and monitoring of Quality Management expenditures.
• Assist in the development and preparation of educational/promotional materials.
• Support disaster response and/or Continuity of Operations (COOP) activities as necessary, which may require alternate shift patterns or locations.
• Perform any other duties as assigned.

• Knowledge of office practices, administrative procedures, and record‑keeping systems.
• Proficiency with Microsoft Office products (Outlook, Word, Excel, PowerPoint) and other standard office equipment.
• Strong written and verbal communication skills, including proofreading, editing, and formatting.
• Ability to interpret complex rules, regulations, and policies.
• Skill in implementing and evaluating administrative procedures, providing guidance, and training others.
• Capacity to work independently and as part of a team, managing multiple projects and meeting deadlines.
• Familiarity with state travel policy and procedures.
• Understanding of basic mental health program elements.
• Regular use of electronic data and word‑processing equipment; skilled in manipulating spreadsheets and tables.

• Two‑year college degree in business administration or a related field (preferred); experience may substitute for the degree.
• At least four years of administrative support experience (five years required in the absence of a degree).
• Minimum of four years experience with MS Office, especially Outlook, Word, and Excel.
• Experience with complex spreadsheet analysis and data preparation.

• Certification or licensure not required.
• Applicants must pass a criminal background check, drug screening, and registry checks (CANRS, Nurse Aid, Medication Aide, Employee Misconduct, LEIE).
• All applicants must be at least 18 years old; specific age requirements apply to certain centers.
• Employees must comply with HHSC immunization policy and state hospital operating procedures related to immunity against hepatitis B, measles, mumps, rubella, varicella, tetanus, diphtheria, pertussis, and influenza. Vaccines may be provided; mask usage may be required for non‑vaccinated personnel.
• Flexibility for overtime, extended hours, or alternate shift patterns may be required.
• Use of E‑Verify and I‑9 documentation required on the first day of employment.
• Military personnel, reservists, guardsmen, and veterans are encouraged to apply if qualified.