Administrative Assistant

FALL CREEK FARM & NURSERY; San Antonio (TX); On-site; USD 36,000 - 54,000; Full time

Job summary

Dept of State Health Services in San Antonio seeks an Administrative Assistant to support two Region 8 programs, Preparedness and Response, and Epidemiology. You will perform complex administrative duties, maintain records, track trainings, and support budgeting and purchasing activities.

The role requires strong organizational skills, knowledge of office procedures, and the ability to travel for program needs. This is a full-time on-site position in San Antonio.

Qualifications

• Knowledge of office practices, records management, confidentiality requirements.
• Proficiency with budgeting, purchasing, travel, and inventory-control procedures.
• Strong written and verbal communication; ability to prepare clear memos and reports.
• Proficiency with MS Office suite (Word, Excel, Outlook, PowerPoint, Teams).

Responsibilities

• Provide senior administrative support to Preparedness Program Manager, Epidemiology Manager, and Operations Supervisor.
• Maintain records and databases, process purchasing and travel requests, and track trainings.
• Prepare budget summaries, requisitions, and supporting documents; liaise with vendors.
• Coordinate meetings, trainings, and events; handle front-desk coverage as needed.
• Assist with emergency-response logistics and documents during all-hazards incidents.

Skills

Microsoft Word

Excel

Outlook

PowerPoint

Teams

Education

Associate degree from accredited institution

Job description

Career Opportunities: Administrative Assistant (20731)

Posting ID20731-Posted -Dept of State Health Services-Region 8-Business and Financial Operations-b. $3000 - $4999 per month

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas . If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page .

Functional Title: Administrative Assistant
Job Title: Administrative Asst IV
Agency: Dept of State Health Services
Department: Region 8
Posting Number: 20731
Closing Date: 09/11/2026
Posting Audience: Internal and External
Occupational Category: Business and Financial Operations
Salary Range: $3,248.00 - $4,837.08
Pay Frequency: Monthly
Salary Group: TEXAS-A-15
Shift: Day
Additional Shift: None
Telework:
Travel: Up to 25%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: SAN ANTONIO
Job Location Address: 7430 LOUIS PASTEUR DR
Other Locations: None
MOS Codes: 0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN YN,YNS

Brief Job Description:

Under the direction of the Preparedness Program Manager and in collaboration with the Operations Supervisor and Epidemiology Manager, serves as the administrative assistant for two Public Health Region 8 programs: Preparedness and Response, and Epidemiology. Performs highly complex (senior-level) administrative support work and related technical assistance to support the efficient operation of both programs.

Coordinates records and file management, general office and clerical functions, maintenance of the Region 8 Active Employee Database, and tracking of required employee trainings and associated due dates. Conducts administrative reviews of records, purchasing documentation, travel requests, training records, and other documents to ensure administrative completeness and accuracy. Compiles and edits data and prepares summaries and reports. Explains and disseminates established information concerning agency and program administrative procedures and responds to complex administrative inquiries within assigned authority.

Supports budget and purchasing activities by tracking expenditures, preparing purchasing documentation and requisitions, placing and monitoring orders, receiving items, maintaining supporting records, and working directly with purchasing staff and vendors.

Compiles materials and coordinates administrative and logistical support for meetings, conferences, trainings, exercises, field activities, and special events. Communicates professionally with program staff, regional offices, vendors, public health partners, local jurisdictions, elected officials, and members of the public. Provides periodic front-desk coverage and backup administrative support for other regional programs. Duties may require work in alternate locations or operational settings based on program needs.

During public health emergencies or other all-hazards incidents, may serve in an administrative or logistical support role within the Region 8 Incident Management Team, Regional Health and Medical Operations Center (RHMOC), Regional Medical Operations Center (RMOC), or Disaster District Committee (DDC). Emergency response, recovery, or Continuity of Operations activities may require an alternate shift, work location, or supervisor. Must be able to independently travel throughout Texas and out of state to perform essential job functions.

Maintains confidentiality and handles sensitive information appropriately. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual, or unique situations arise. Must independently organize competing priorities, track routine and time-sensitive assignments, anticipate administrative needs, and ensure assigned work is followed through to completion in accordance with established policies and procedures. Refers matters outside assigned authority to the appropriate team member.

Essential Job Functions (EJFs):

FISCAL SUPPORT
Assists the Preparedness Program Manager, Epidemiology Manager, and Operations Supervisor with program budget and purchasing activities. Maintains expenditure tracking tools; enters and tracks expenditures; compiles supporting financial information; prepares routine budget reports; and participates in budget meetings as requested. Prepares and administratively reviews purchase requests, requisitions, ProCard documentation, purchase orders, and related records for completeness and accuracy. Routes purchasing documents for required review and approval. Places and monitors orders and works directly with purchasing staff and vendors regarding product information, availability, quotes, order status, delivery, invoices, and discrepancies. Receives items, verifies deliveries against purchasing documentation, distributes items to the appropriate program or employee, and maintains receipts, invoices, packing slips, and other required records. Tracks purchasing activities through completion and alerts the appropriate team member to delays, discrepancies, or other issues. Maintains inventory and durable-equipment records. (30%)

RECORDS MANAGEMENT
Develops and maintains organized paper and electronic filing and records-management systems for the Preparedness and Response and Epidemiology programs. Ensures records are appropriately identified, stored, retained, and disposed of in accordance with established records-retention and confidentiality requirements. Conducts administrative reviews of records and documents to ensure completeness and accuracy. Maintains the Region 8 Active Employee Database and associated employee information, including emergency contact information and other required records. Coordinates employee record updates and State identification badge documentation as assigned. Maintains records of required employee trainings, tracks completion requirements and due dates, provides reminders and follow-up, and prepares status reports for program leadership. Maintains the confidentiality and security of employee, financial, and program information. (25%)

ADMINISTRATIVE SUPPORT
Prepares, formats, proofreads, edits, and distributes correspondence, memoranda, reports, forms, spreadsheets, presentations, and other administrative or technical documents. Compiles and edits data and prepares summaries, tracking reports, and other administrative products. Maintains systems for tracking assignments, deadlines, approvals, and follow-up actions and ensures assigned work is carried through to completion. Explains and disseminates established information concerning agency and program administrative procedures. Receives, researches, responds to, or routes complex administrative inquiries from program staff, regional offices, vendors, public health partners, local jurisdictions, elected officials, and members of the public. Communicates clearly, professionally, and tactfully and refers inquiries outside assigned authority to appropriate team members. (20%)

PROGRAM LOGISTICS
Plans and coordinates administrative and logistical support for meetings, conferences, trainings, exercises, field activities, and special events. Schedules facilities and meeting spaces; prepares agendas, rosters, handouts, presentations, and other materials; coordinates supplies and equipment; takes and prepares meeting notes or minutes as assigned; and provides on-site administrative support. Coordinates travel-related administrative activities, including travel requests, reservations, reimbursement documentation, DART card documentation, and rental-vehicle arrangements. Duties may require work in alternate location or operational settings based on program needs. (15%)

OFFICE OPERATIONS
Supports general office operations by maintaining office supplies, processing and distributing correspondence and mail, answering and routing telephone calls, and completing other clerical functions. Provides periodic front-desk or switchboard coverage. Cross-trains with other regional administrative staff to be able to provide support when needed. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

• Office practices, administrative procedures, records management, and confidentiality requirements.
• State budgeting, purchasing, receiving, invoicing, travel, and inventory-control procedures.
• Data management, database maintenance, and basic financial recordkeeping.
• Business English, professional writing standards, and customer-service practices.

Skill in:

• Using standard office equipment and Microsoft Word, Excel, Outlook, PowerPoint, and Teams.
• Professional verbal and written communication, including composing, proofreading, and editing documents.
• Organization, prioritization, time management, and tracking assignments through completion.
• Maintaining filing systems, databases, spreadsheets, and administrative records.
• Coordinating purchasing, vendors, meetings, trainings, travel, and other logistical activities.

Ability to:

• Implement administrative systems and interpret and apply applicable rules, policies, and procedures.
• Work independently, exercise initiative and sound judgment, and refer inquiries outside assigned authority to appropriate team members.
• Organize complex or incomplete information, manage competing priorities, and meet deadlines.
• Communicate professionally and diplomatically with staff, partners, vendors, elected officials, and members of the public.
• Maintain confidentiality, collaborate effectively, and provide guidance regarding established administrative processes.
• Adapt to changing assignments, alternate work environments, emergency-response duties, and travel requirements.

Registrations, Licensure Requirements or Certifications:

Must possess a valid Class C Texas driver's license or equivalent license from another state and maintain an acceptable driving record in accordance with DSHS policy.

Must successfully complete FEMA Independent Study courses IS-100, IS-200, IS-700, and IS-800 within twelve (12) months of employment.

Initial Screening Criteria:

Associate degree from an accredited institution of higher education and at least two (2) years of experience performing clerical or administrative support work;

OR

At least four (4) years of experience performing clerical or administrative support work.

Additional Information:

N/A

Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor's Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/ .

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at [e-mail] .

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work.Download the I-9 form