Administrative Assistant I Client Records

Texas Health and Human Services; Denton (TX); On-site; USD 29,000 - 38,000; Full time

Job summary

Texas Health and Human Services Commission (HHSC) seeks an Administrative Assistant I in the Client Records unit at the Denton State Supported Living Center. The role maintains client records in local and state databases, ensures accurate daily population reports, and supports guardianship document processing.

Responsibilities include data entry, filing, and providing backup to the Client Records staff. The position emphasizes confidentiality, attention to detail, and teamwork within a compliant

Qualifications

• Graduation from a standard or high school or equivalent is required.
• Administrative/clerical experience preferred with skills in the use of standard office equipment and software.
• HIPAA laws knowledge preferred.

Responsibilities

• Attends regular work; adheres to schedule and may work overtime.
• Enter and retrieve Daily Census and Guardianship data into Access/Care/IRIS databases.
• Track and analyze documents for accuracy and completeness.
• Copy and Retrieve Documents for the Department of Justice and Disability Rights of TX on request.
• Release of information upon request from guardian or authorized individual.
• Sort and filing overflow documents for quick retrieval.
• Oversee Master Records and Death Records; assist as needed.
• Perform data processing and contribute to disaster response/COOP initiatives.

Skills

General office practices

Microsoft Office

Filing systems

Independent work

Attention to detail

HIPAA knowledge

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

CARE/IRIS databases

Job description

Date: Nov 3, 2026

Location: DENTON, TX

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: Administrative Assistant I Client Records

Job Title: Administrative Asst I

Agency: Health & Human Services Comm

Department: Client Records

Posting Number: 22993

Closing Date: 11/17/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $2,606.00 - $3,404.91

Pay Frequency: Monthly

Salary Group: TEXAS-A-09

Shift: Day

Telework: Not Eligible for Telework

Travel: Up to 5%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location: Denton State Supported Living Center

Job Location City: DENTON

Job Location Address: 3980 STATE SCHOOL RD

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

Brief Job Description

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence.

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers

The Client Records Administrative Assistant is appointed by and administratively responsible to the Client Records Department Supervisor and the Director of Quality Assurance. The Client Records Administrative Assistant plays an active role in standards and compliance at Denton State Supported Living Center. The position will be responsible for maintaining Individuals information in the local databases and in the Texas Department of Aging and Disability Services databases (CARE/IRIS) accurately and in a timely manner. The Client Record Administrative Assistant ensures accuracy of Daily Population Reports; maintains the individual's Master Record; accepts documents from the residential records, organizing, filing, and retrieving these documents as needed. Additionally, the Client Record Administrative Assistant performs functions involved in the processing of data and records related to the death of Individuals and processes guardianship documents. Provides assistance and backup for other Client Records staff as needed and as assigned by the Client Records Supervisor. Work under limited direction with latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs)

• Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.


• Enter and retrieve required data, which includes Daily Census Report and Guardianship data into the Access/Care/IRIS databases from received documents.


• Tracking and analyzing documents for accuracy and completeness of information.


• Copy and Retrieve Documents for the Department of Justice and Disability Rights of TX upon request.


• Perform release of information upon request from guardian or other authorized individual.


• Sorting and filing overflow documents to ensure immediate retrieval of information when needed.


• Oversight of Master Records and Death Records.


• Researching/Copying documents per staff request.


• Other duties as assigned including but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge, Skills And Abilities (KSAs)

Knowledge of general office practices and routine client/medical records.

Skill in the use of standard office equipment and computer software to include Microsoft Office Suite (Word, Excel and Outlook) and the ability to be trained on other needed databases.

Ability to maintain filing systems.

Ability to communicate in a clear and concise manner both verbally and in writing.

Ability to work independently as well as within a teamwork setting.

Attention to detail and willingness to take on new challenges.

Moderate lifting and carrying records or stacks of paper.

Ability to maintain confidentiality.

Knowledge of HIPPA Laws.

Registrations, Licensure Requirements Or Certifications

None

Initial Screening Criteria

• Graduation from a standard or high school or equivalent is required.


• Administrative/clerical experience preferred with skills in the use of standard office equipment and software products.


• Experience with HIPPA laws preferred.

Additional Information

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/ Entities (LEIE).

Males between the ages of 18 – 25 must be registered with the Selective Service.

All State Supported Living Center Employees are subject to Random Drug Testing.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks And Work Eligibility

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.

Nearest Major Market

Denton

Nearest Secondary Market

Dallas