Administrative Assistant II

HEALTH AND HUMAN SERVICES COMMISSION; Big Spring (TX); On-site; USD 32,000 - 44,000; Full time

Benefits offered by this job

100% health insurance (dependent on HH

Pension plan

Generous time off

Career advancement opportunities

Job summary

Health and Human Services Commission (HHSC) in Big Spring, TX, seeks an Administrative Assistant II to provide professional administrative support to the Information Management Department. The role reports to the Director of Information Management and involves document production, inventory maintenance, onboarding support, and IT access coordination.

The position requires handling shared information resources, troubleshooting, and assisting with LAN/EMR-related tasks.

Qualifications

• One year experience in administrative support work, preferred.
• Ability to effectively communicate, both written and verbal.
• Experience in MS Office Suite.

Responsibilities

• Attends work regularly and adheres to shift schedule.
• Facilitates new hire orientation and onboarding documents.
• Manages administrative functions and services for the information management department.
• Maintains and audits LAN access.
• Provides desktop support and EMR system registration assistance.
• Performs general office duties and maintains supplies.

Skills

MS Office Suite

Administrative procedures

Oral and written communication

Independent work

Tools

Word

Excel

PowerPoint

Access

Outlook

Job description

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 II Job Title: Administrative Asst II Agency: Health & Human Services Comm Department: Client Records Sct Posting Number: 21731 Closing Date: 12/22/2026 Posting Audience: Internal and External Occupational Category: Office and Administrative Support Salary Range: $2,829.00- $3,946.25 Pay Frequency: Monthly Salary Group: TEXAS-A-11 Shift: Day Additional Shift: Days (First) Telework: Not Eligible for Telework Travel: Up to 10% Regular/Temporary: Regular Full Time/Part Time: Full time FLSA Exempt/Non-Exempt: Nonexempt

Facility Location: Big Spring State Hospital

Job Location City: BIG SPRING

Job Location Address: 1901 N HIGHWAY 87

Other Locations: Big Spring

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

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Brief Job Description

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? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, two youth residential treatment facilities, and thirteen state supported living centers. Psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Administrative Assistant II - Information Management performs administrative and office support for the Information Management Department. Administrative Assistant II reports to the Director of Information Management. The Administrative Assistant provides professional, efficient, and effective support to the department; establishes and maintains department records and inventory; coordinates assigned projects; and may compile and distribute notifications as it pertains to Information Technology. Responsibilities of the Administrative Assistant include: Use of standard office software to produce and maintain documents, correspondence, spreadsheets and databases; with the management of shared Information Resources (hardware and software) used by the hospital; Facilitates new hire orientation by reviewing all onboarding documents to ensure forms are completed accurately with the employe’s information and the generating of requests for obtaining access to all automation software used within the agency; Obtains information needed for Data line request assist with desktop\laptop setups, desktop\laptop transfers, and support of computer peripherals.

Performs other duties as assigned. Other duties as assigned include 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.

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.
• Facilitates new hire orientation by reviewing all onboarding documents to ensure forms are completed accurately with the employe’s information
• Manages the administrative functions and services for the information management department.
• Maintains periodic review (audit) of user Local Area Network (LAN) access.
• Provides group and individual user assistance on an as needed basis to resolve specific user problems.
• Provides desktop support for staff using computer software. Assists in registering users in the electronic medical record (EMR) system.
• Provides essential information in the use of Client Record System (CWS User roles) and Local Area Network account.
• Assigns IDs, passwords and helps to reset passwords for the facilities electronic medical record (EMR) system.
• Assists with the management of shared Information Resources (hardware and software) used by the hospital.
• Assist in the management and inventory of facility issued cellular devices to include phones and MiFi devices.
• Assists users with submitting and tracking trouble ticket requests for new computer data lines activations and computer transfers.
• Monitor user trouble tickets and coordinate completion with Information Technology Department.
• Assist employees, students, and volunteers with LAN Access requests form for computer access/change request for existing accounts.
• Maintain and manage technical files, records, and databases according to Texas State Records Retention Schedule (RRS).
• Assist in the management and inventory of the facility depot for laptops/desktops, and Computer peripherals.
• Perform general office duties such as filing, answering, and routing phone calls, routing mail, and ordering and maintaining office supplies. Maintains inventory by checking stock to determine inventory level, anticipating needed supplies.
• Perform related work as assigned
• Other duties as assigned include 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 office practices and administrative procedures.
• Skill in use of personal computers and software applications in a windows environment (Word, Excel, PowerPoint, Access, Outlook).
• Ability to maintain filing systems.
• Ability to handle and safeguard sensitive and confidential information.
• Ability to work independently and to exercise judgment in making administrative and technical decisions.
• Ability to develop/implement administrative procedures and to evaluate their effectiveness; and to interpret complex rules, regulations, policies and procedures.
• Ability to understand and follow verbal and written instructions.
• Ability to use oral and written communication across the organization (upward, downward and laterally).
• Ability to establish and maintain effective working relationships with supervisor, team members, and other department coworkers and agency personnel.

Registrations, Licensure Requirements Or Certifications

None

Initial Screening Criteria

• One year experience in administrative support work, preferred.
• Ability to effectively communicate, both written and verbal. Evidence of multi-department support is preferred.
• Experience in MS Office Suite.

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 Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco and Terrell Center for Youth applicants must be 21 years of age.

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

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

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.