Administrative Assistant II

Texas Department of State Health Services; El Paso (TX); On-site; USD 30,000 - 37,000; Full time

Benefits offered by this job

Insurance coverage

Telework

Travel opportunities up to 20%

Job summary

Texas Department of State Health Services in El Paso seeks an Administrative Assistant II to perform journey-level administrative support for SHSS staff. Responsibilities include preparing client files, maintaining intake logs, assisting with inventory and promotional items, and coordinating travel for program staff.

The role requires coordinating meetings, handling mail and faxes, and providing confidential file maintenance with 24/7 COOP coverage as needed.

Qualifications

• Experience in office administration and customer service.
• Proficiency with Microsoft Word, Excel, PowerPoint.

Responsibilities

• Answer incoming calls and greet visitors professionally.
• Prepare client files and keep intake logs up to date.
• Coordinate travel arrangements and reimbursements for staff.

Skills

Office practices

Microsoft Office Suite

Communication skills

Record keeping

Time management

Education

High school or equivalent

Tools

CMIS

Job description

Date: Aug 21, 2026
Location: EL PASO, TX

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.

Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Job Details

Functional Title: Administrative Assistant II
Job Title: Administrative Asst II
Agency: Dept of State Health Services
Department: Region 9/10
Posting Number: 18725
Closing Date: 09/03/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $2,694.33 - $3,320.33
Pay Frequency: Monthly
Salary Group: TEXAS-A-11
Shift: Day
Additional Shift: Days (First)
Telework
Travel: Up to 20%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: EL PASO
Job Location Address: 401 FRANKLIN AVE
Other Locations:
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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Job Description

Under the direct supervision of Program Supervisor and overall direction of the Program Manager of Specialized Health and Social Services (SHSS), the Administrative Assistant II performs routine (journey level) administrative support for program staff. Prepares client files when intakes are received. Maintains and creates client logs on intakes. Assists with staff inventory items as well as promotional items for the program.
Conducts switchboard coverage, greeting and directing visitors to appropriate staff, disseminates information as needed. Responsible for the mail system when on rotation. Coordinates administrative assistance meetings and trainings. Ensures that all office systems are appropriately maintained such as picking up mail, stamped faxes, paper in copiers, greet clients in person and other office and clerical duties. May provides guidance to other administrative assistance in the program. Works collaboratively with public health staff in the event of a regional or state disaster. Provides monthly records to Supervisor as needed. Provides 24/7 coverage and other COOP emergency services when needed on rotation and performs other duties as assigned. Maintains confidentiality and maintenance of program filing systems.

(40%) Administrative Support

Description: Receives incoming calls. Responds to inquiries for program information. Greets and receives requests from walk-ins regarding program information. All tasks are performed expeditiously, with courtesy and with a professional appearance and demeanor. Creates, prepares and edits flyers, brochures and spreadsheets for program needs, such as upcoming outreach events, conferences or workshops. Prepares, organizes, and coordinates travel for assigned program staff and in some instances request travel reimbursement for program staff. Compiles office requests, prepares and creates cost pool order of items needed at the office. Assists with other administrative duties as assigned.

(35%) Program Support

Description: Maintains inventory of case management marketing materials. Assists with keeping warehouse inventory updated when assets are removed or replenished. Assists with maintaining materials in warehouse in a clean orderly fashion. Assists with making packets and materials for provider training events, visits and or conferences. Create client files when new intakes is received and files cases when they have been closed. Capture all faxes, intakes and disseminate them to the proper personnel as they come in. Maintains logs and records of all created client files. Mails out renewal notice letters to clients and providers according to program specific timeframes. Uploads documents and enters communication logs in electronic health record (CMIS) for any client related tasks completed. Completes pre-cursory process for all new and renewing cases and forwards documents to Quality Assurance staff for processing.

(20%) Travel & Reporting

Description: Responsible for reporting all SH&SS activities to meet regional program goals and objectives and reporting to Program Supervisor and/or Case Manager Coordinator. Ensures that all case related, and community activities are properly documenting in the electronic health record system (CMIS). Provide monthly reports to Program Supervisor and Manager on staff workloads as directed. Maintain logs for community events throughout the year. Record all other tasks completed, work events, in appropriate database as determined by central office or regional needs (SHSS Task Reporting Qualtrics system). Reports and enters all travel information in a timely manner.

(5%) Adherence to policy & Other Duties as assigned

Description: Assist with programmatic processes for upcoming events and conferences. Complete program tasks as needed. Maintains an acceptable driving record, a valid class C Texas driver’s license, and professional license. Maintains working knowledge of Human Resources, Information Technology, Administrative Policy and Program Policy. Completes all Public Health Emergency Response, COOP, and the 24/7 emergency hotline coverage. Reports time, labor and travel information in a timely manner. Assists or responds to Public Health Emergency Response when needed. Other Duties as assigned.

Registrations, Licensure Requirements Or Certifications

Must possess a valid Class C Texas driver’s license, or equivalent license from another state.

Knowledge Skills Abilities

• Knowledge of office practices and administrative procedures
• Knowledge of Microsoft Office Suite, which include, Word, Excel and PowerPoint
• Skill in use of electronic data and word processing equipment as well as software, including Windows, Excel, internet, email, etc.
• Skill in typing, filing, planning, organizing, data collection, and reporting
• Skill in communication with colleagues, community stakeholders & clients
• Ability to learn, interpret and apply complex and frequently changing program rules, policies and procedures.
• Ability to interpret and disseminate information to medical providers, other agencies and the public
• Ability to provide technical assistance and quality assurance.
• Ability to set up booths at health fairs, and conferences.
• Ability communicates effectively verbally, orally (including public speaking) and in writing
• Ability to establish and maintain effective working relationships with supervisor and co-workers.
• Ability to interact with the public in a professional manner
• Ability to work effectively with external and internal customers.
• Ability to analyze and solve work related issues and make sound decisions.

Initial Screening Criteria

• Experience with customer service (2 years required)

Experience In Administrative Support (2 Years Preferred)

• Experience of Office practices and procedures (2 years preferred)
• Experience in utilizing office technology, including Microsoft Office Suite, spreadsheets, databases, and presentation tools to support office operations (2 years preferred)
• Excellent written communication as observed by detail and completeness of information provided on the state application/resume (4 years preferred)

Additional Information

PLEASE NOTE: Your application must be complete, “see resume” is not acceptable. It must contain dates of employment, job titles, name of employer, name and phone number of supervisor, current/final salary, and a description of duties performed in a way that specifically demonstrates you meet the initial selection criteria at minimum.

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

Nearest Major Market: El Paso