Administrative Assistant IV

FALL CREEK FARM & NURSERY; Austin (TX); On-site; USD 36,000 - 45,000; Full time

Benefits offered by this job

Telework Eligible

Insurance coverage

Job summary

Dept of State Health Services in Austin, TX seeks an Administrative Assistant IV to provide advanced support to the Unit Director and staff. The role includes coordinating meetings, travel, and documentation, plus developing procedures and maintaining records.

The position supports disaster response readiness and requires flexibility for extended hours during activations; telework is available as noted in the posting. Benefits are provided under the Texas plan.

Qualifications

• Three years of administrative or executive support experience.
• Experience managing calendars and scheduling.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, Teams).
• Travel arrangements and reimbursements experience preferred.

Responsibilities

• Provide advanced administrative support to the Unit Director and staff.
• Coordinate travel, meetings, and calendar management; prepare notes and reports.
• Develop and maintain files, research online, and support COOP/Disaster response activation.

Skills

Office administration

Travel rules

Confidential records

Filing systems

Business English

Microsoft Office

Time management

Team collaboration

Procedures development

Proofreading

Meeting coordination

English communication

Tools

Microsoft Outlook

Word

PowerPoint

Excel

Edge

Job description

Career Opportunities: Administrative Assistant IV (20919)

Posting ID20919-Posted -Dept of State Health Services-Hlth Emer Preparedness Respons-Office and Administrative Support-Eligible for Telework-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 IV

Job Title: Administrative Asst IV

Agency: Dept of State Health Services

Department: Hlth Emer Preparedness Respons

Posting Number: 20919

Closing Date: 10/03/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $3,248.00 - $4,042.58

Pay Frequency: Monthly

Salary Group: TEXAS-A-15

Shift: Day

Additional Shift: None

Telework: Eligible for Telework

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Job Location City: AUSTIN

Job Location Address: 1100 W 49TH ST (RBB)

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 :

Provides advanced administrative support and technical assistance to the Unit Director, Program Managers, and staff in the Preparedness Management Unit. This includes the development of administrative procedures and coordination of meetings, travel, and conferences. Prepares and edits correspondence, reports, and other written documents. Develops and/or maintains files and records; conducts research and assists in compiling data and preparing reports. Provides general administrative support for the section as necessary. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. May train others. May supervise the work of others. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.

CHEPR supports DSHS' mission of providing response support to the SMOC or SOC, requires staff to report onsite within two hours, and the ability to work 12-14-hourshifts. Disaster response activations can require working in-person, 7-days a week, for as long as 2-4 weeks, or more. This position requires the ability to work extended hours including weekends and holidays during health response activation.

This position is 100% grant funded and is contingent on grant funding.

Essential Job Functions (EJFs):

(40%) Provides administrative support to staff in the Unit. Develops and implements necessary processes and procedures. Sets up and maintains appropriate files and records. Prepares written documents needed to support the programs, including correspondence and reports. Coordinates meetings and conferences. Responds to internal and external inquiries as appropriate. Assists with travel arrangements. Collects forms related to travel and leave. Conducts research, primarily via the Internet, as directed by the Unit Director.

(40%) Provides administrative support to the Unit Director and Program Group Managers. Coordinates travel arrangements and maintains daily calendar for the Unit Director. Coordinates meetings; provides meeting notes as needed. Tracks all assignments ensuring deadlines are met. Sets up and maintains appropriate files and records. Provides administrative support to the section and assists with phone coverage as needed.

(20%) Works as a team member with unit staff to complete assignments as required. Performs other duties as assigned and required to maintain unit operations. Includes but is 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. May require an alternate shift pattern assignment and/or location.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of office practices and administrative procedures.
• Knowledge of State of Texas travel rules and regulations.
• Knowledge of rules/policies related to confidential records/files/information.
• Knowledge of filing systems and record retention schedules.
• Knowledge of business English, spelling, grammar, punctuation, and proofreading and modern office practices.
• Skill in using computer software such as Microsoft Outlook, Word, PowerPoint, Excel, and Edge.
• Skill in setting up and maintaining files.
• Skill in time management and in managing multiple tasks.
• Skill in working with members of a team.
• Skill in developing and evaluating administrative procedures.
• Skill in proofing, editing, and formatting documents.
• Skill in effectively organizing, scheduling, and coordinating meetings and conferences.
• Ability to plan/organize meetings and conferences.
• Ability to communicate effectively in English, both verbally and in writing.
• Ability to analyze and respond to incoming inquiries.
• Ability to format and proofread correspondence, reports, and other written documents.
• Ability to make travel arrangements.
• Ability to do online research.
• Ability to take meeting notes.
• Ability to organize and prioritize workload and meet deadlines.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

• At least three years of experience performing administrative or executive-level support duties.
• Experience managing and maintaining multiple calendars, including coordinating meetings, appointments, and scheduling conflicts.
• Experience using Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Experience coordinating travel and processing travel reimbursements preferred.

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