Administrative Assistant IV

Career Opportunities:
Administrative Assistant IV (17050)

Posting : 17050

Agency: Health & Human Services Commission

Department: Quality Management

Facility location: Terrell State Hospital, 1200 E Brin, Terrell, TX

Position: Administrative Assistant IV (Full Time, Regular, Nonexempt)

Pay Range: $3,248.00 - $4,837.08 per month

Shift: Day (up to 10% travel)

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? You appreciate working with dependable, trustworthy, hard‑working colleagues who value teamwork. The Administrative Assistant IV serves as primary administrative support for the Quality Management Department at Terrell State Hospital. Responsibilities include performing complex administrative and secretarial duties, coordinating projects, preparing reports, maintaining filing systems, and acting as a liaison between the Quality Management Director and other departments.

Plan, direct, organize, and monitor work flow for the Quality Management Department. Schedule and maintain the Quality Management Director’s appointment book and coordinate special projects.

Serve as a communication liaison between the Quality Management Department and internal and external contacts. Screen and monitor phone calls, handle or route calls that do not require the Director’s personal attention, direct visitors to appropriate locations.

Develop, coordinate, and maintain the filing system for correspondence, minutes, reports, nursing schools, competency files, and employee tracking files.

Collect and prepare reports and manuals as directed; compile data for charts, graphs, and databases; prepare report summaries.

Act as secretary to various committees; record official action, prepare minutes, transcribe witness testimony when applicable.

Distribute mail for Quality Management; review, sort, and screen correspondence; route documents that do not require the Director’s attention.

Maintain tracking system for time‑sensitive materials such as job descriptions, performance evaluations, and licensing notifications.

Coordinate meetings chaired by the Quality Management team; prepare agendas, take minutes, and distribute minutes to stakeholders.

Compile materials for conferences and job fairs; coordinate travel arrangements for department attendees.

Assist in compiling and analyzing data, making calculations in spreadsheets, and disseminating reports.

Perform other duties as assigned, which may include disaster response or Continuity of Operations (COOP) activation.

Knowledge of office practices, administrative procedures, record‑keeping systems, and state travel policy.

Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).

Strong written and verbal communication skills; ability to proofread, edit, and format documents.

Ability to interpret complex rules, regulations, and policies.

Ability to work independently and as part of a team; manage multiple projects while meeting deadlines.

Ability to interpret complex rules, regulations, policies and procedures; provide guidance and training to others.

At least a two‑year college degree in business administration or a related field, or equivalent experience.

At least four (4) years of administrative‑level support experience, or five (5) years without a degree.

At least four (4) years of experience with MS Office, especially Outlook, Word and Excel.

Applicants must pass a fingerprint criminal background check, pre‑employment drug screen, and regulatory registry checks. Males aged 18–25 must register with the Selective Service. All applicants must be at least 18 years of age;
Waco Center and Terrell Center applicants must be at least 21.

Compliance with state immunization policy is required; employees must be vaccinated as per CDC guidelines. Unvaccinated employees may be required to wear a mask.

HHSC and DSHS provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. Contact the HHSC Employee Service Center at 1‑888‑894‑4747 for assistance.