Administrative Assistant IV

Texas Health and Human Services; San Antonio (TX); Hybrid; USD 44,000 - 54,000; Full time

Benefits offered by this job

Employee health insurance

Pension plan

Time off benefits

Career advancement opportunities

Job summary

Texas Health and Human Services Commission (HHSC) in San Antonio seeks an Administrative Assistant IV to support multiple units with administrative and clerical tasks. You will handle data entry, records management, and customer inquiries, ensuring accuracy and timely processing of documents.

This role emphasizes strong organizational skills, proficiency with Microsoft 365, and the ability to manage competing deadlines in a busy health services environment.

Qualifications

• Experience with routine administrative tasks and office procedures.
• Ability to perform data entry with accuracy in electronic systems.
• Proficiency with Microsoft 365 and standard office tools.
• Strong written and verbal communication and customer service skills.
• Knowledge of records management and confidentiality best practices.

Responsibilities

• Handle complex administrative and technical support tasks under supervision.
• Process applications and changes of ownership and related paperwork.
• Enter data in ASPEN, IQIES, and other state/federal databases.
• Respond to inquiries via phone, email, and mail with professionalism.
• Maintain records, assist with mail, and support team scheduling.

Skills

Office practices

Administrative procedures

Data entry

Microsoft 365

Records management

Customer service

Proofreading

Communication

Tools

Microsoft 365

SharePoint

Word

Outlook

Job description

Date: Oct 5, 2026

Location: SAN ANTONIO, 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 IV

Job Title: Administrative Asst IV

Agency: Health & Human Services Comm

Department: HFC SAN ANTONIO - REGIONS 8_11

Posting Number: 21532

Closing Date: 12/04/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $3,979.22 - $4,837.08

Pay Frequency: Monthly

Salary Group: TEXAS-A-15

Shift: Day

Additional Shift

Telework: Eligible for 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: 6711 S NEW BRAUNFELS

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

YN,YNS

Essential Job Functions:

Processing and information technology. Performs complex technical assistance for the agency; processes applications and changes of ownership; and answers basic questions regarding provider types. Performs data entry for survey staff and works as a member of a team. Processes provider terminations, contacts facilities regarding proof of correction to Statements of Deficiencies sent to facilities, processes desk reviews, and maintains and updates the termination log as needed. Tracks timelines for sending and receiving appropriate survey documents. Maintains Survey and Certification and Regional Survey and Certification memoranda by date received for specific provider types. Participates in general telephone coverage for the unit and in the unit telephone rotation. Assists staff with mail, fax, and other duties as assigned or requested. This position performs highly complex administrative and technical support work under limited supervision, exercising independent judgment, initiative, and decision-making authority within established policies and procedures.

Processing, 30%:

Performs complex technical assistance for the agency. Processes paperwork for applications for new and existing providers and changes of ownership. Processes regulatory survey paperwork from validation surveys, resurveys, initial surveys, complaint investigations, follow-up visits, and expansions, in compliance with state and federal requirements. When needed, contacts facilities regarding proof of correction to Statements of Deficiencies provided after the survey. Collaborates by telephone and email with federal partners to complete processing tasks.

Information Technology, 30%:

Conducts data entry in state and federal databases, including the Automated Survey Processing Environment (ASPEN) and IQIES. Data includes, but are not limited to, applications for new providers, updates to existing provider information, and changes of ownership. Performs data entry for regulatory activities, including validation surveys, resurveys, initial surveys, complaint investigations, follow-up visits, expansions, changes of address, changes of status, and changes of information. Collaborate with state and federal partners to complete these tasks. Conducts inquiries in the federal database in response to supplier requests for certification information. Retrieves appropriate reports needed to respond to departmental information requests. Monitors work as necessary in TULIP, ACTs, IQIES, and SharePoint. Enters, validates, and reconciles information in assigned systems and escalates material discrepancies through established procedures. Assist with team schedule updates. Track and monitor all incoming and outgoing surveys conducted. Create and analyze monthly workload reports.

Customer Service and Public Relations, 20%:

Represents the department by providing information in response to inquiries and collaborating with customers, other state agencies, and federal partners by telephone, email, and mail. Responds verbally and in writing to inquiries and requests from public officials, regulated health care facility providers, and health care consumers regarding regulated facilities, using word-processing software or email such as Word and Outlook. Receives, documents, routes, tracks complaint information in accordance with established procedures, including referral of matters outside state jurisdiction to the Centers for Medicare & Medicaid Services (CMS), as applicable. Designated program staff retain responsibility for authorization and jurisdictional determinations. Handles confidential or sensitive information in accordance with agency policy and applicable law.

Record Keeping, 10%:

Maintains record-keeping and filing systems, both paper and electronic. Ensures compliance with state and federal retention requirements. Purges documents as they reach the end of their retention period. Maintains regulatory program policies and procedures. Processes incoming and outgoing mail. Coordinates the authorized disposition of records in accordance with approved retention schedules and agency requirements and agency direction. Maintains policies and procedures for the regulatory program. Processes incoming and outgoing mail.

Training, 5%:

Provides training and technical support to other staff members, with emphasis on the regulatory program’s daily activities.

Other Duties and Continuity of Operations, 5%:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Duties may include actively participating in or serving in a supporting role during disaster response, recovery, or continuity of operations activities. Performs special projects and administrative assignments as directed, including support for regulatory initiatives, data-reporting activities, Hospital Price Transparency reviews, agency workgroups, staff conferences, and other operational priorities.

Knowledge, Skills, And Abilities

• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software.
• Skill in answering questions from the general public and providers.
• Knowledge of records management, document control, customer service, confidentiality, and secure handling of sensitive information.
• Skill in preparing and proofreading professional correspondence, reports, forms, and notices.
• Skill in accurate data entry, tracking, reconciliation, and use of Microsoft 365 and assigned workflow systems.
• Ability to organize concurrent assignments, monitor deadlines, identify discrepancies, follow written procedures, exercise sound judgment within assigned authority, and communicate effectively with agency staff, regulated entities, government partners, and the public.
• Ability to prioritize competing workloads, maintain accuracy in a high-volume environment, analyze information for completeness and consistency, and meet regulatory deadlines with minimal supervision.

Registration Or Licensure Requirements

None.

Initial Selection Criteria

Experience preparing routine and special correspondence, memoranda, reports, and forms, including confidential materials, using word-processing software and standard office equipment. Experience performing administrative or technical program support in a high-volume office environment. Experience entering, validating, tracking, or reconciling information in electronic databases or workflow systems. Experience managing multiple assignments with competing deadlines and maintaining accurate records. Applicants must clearly describe relevant experience in the employment history section of the application.

Additional Information

Applicants should list all software and databases used in the summary of job experience. Use the current HHSC standard posting notices regarding reasonable accommodation, veterans’ preference, work eligibility, pre-employment requirements, and other system-generated language. HR must verify the job location, approved salary range, position number, department, category, contact information, closing date, and current standard language before publication.

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

San Antonio