Administrative Assistant II

Job Details

• Job Title: Administrative Assistant II
• Agency: Health & Human Services Commission (HHSC)
• Department: Client Records Sct
• Location: Terrell State Hospital, 1200 E BRIN, Terrell, TX
• Facility
  
  Location:
  
  Terrell State Hospital
• Posting Number: 18618
• Closing Date: 07/21/2026
• Occupational Category: Healthcare Support
• Salary Range: $2,829.00 – $3,946.25 per month
• Pay Frequency: Monthly
• Shift: Day (First)
• Telework: Not Eligible
• Travel: Up to 10%
• Regular / Temporary: Regular
• Full Time / Part Time: Full time
• FLSA Exempt / Non-Exempt: Nonexempt

• The Administrative Assistant II performs responsible, complex technical administrative work assisting the Commitment Office Supervisor.
• Maintains confidential files and tracks assignments including reports, inquiries, and monitoring office activities while multitasking.
• Reviews and disseminates information concerning agency programs and services, routine or special correspondence, reports, studies, forms, or documents.
• Produces essential documents using Word, Excel, and other software and evaluates the accuracy of correspondence and reports produced by managers and staff members.
• Answers telephone calls, refers callers to appropriate staff, takes messages, and provides basic information.
• Completes court documents that are critical to maintaining patients’ commitment status with minimal errors, tracks commitments, and maintains communication with programs regarding patients’ status.
• Notifies appropriate personnel about hearings, maintains contact with county liaisons, prepares Certificates of Medication Examination and Medication Applications for court.
• Develops, coordinates, and maintains an extensive record‑keeping or filing system relating to multiple projects within the unit, ensuring compliance with all record retention schedules.
• Acts in accordance with all relevant policies, Texas Laws of Mental Health, and procedures and safe work practices of WFSH.
• Demonstrates professionalism as a non‑clinical staff member.
• Participates in disaster response and/or recovery or Continuity of Operations (COOP) activation when required.
• May be eligible to earn additional pay for work performed on evenings, nights, and/or weekends.

• Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy.
• Complies with Commitment processes and, in doing so, carefully, accurately, and expeditiously completes, reviews, types, and files court documents according to specified time frames.
• Ensures compliance with HIPAA regulations by safeguarding patient health information and maintaining confidentiality in all communications, records, and data handling.
• Updates commitment status and patient movement in electronic medical record, the Commitment Office spreadsheets, and data spreadsheets as assigned.
• Ensures documents are filed in a manner that is appropriately accessible and secure.
• Ensures established patterns of notification and communication within and outside the hospital allow necessary information to be available to those who need it.
• Establishes and maintains a positive rapport with coworkers, individuals served, families, guardians, WFSH staff, court personnel, and all visitors or off‑campus personnel.
• Ensures court hearings can proceed efficiently by staying on schedule and providing advanced notice of court hearing dates to the appropriate parties.
• Maintains required training without prompting identified time frames, seeks additional training opportunities.
• Assignments are accurate and complete by request date.
• Participates in disaster response and/or recovery or Continuity of Operations (COOP) activation when required.

• 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.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to plan and organize work.
• Ability to keep records and make reports.
• Ability to prioritize and efficiently manage…