Administrative Assistant V

FALL CREEK FARM & NURSERY; Austin (TX); Hybrid; USD 49,000 - 60,000; Full time

Benefits offered by this job

100% paid employee health insurance

Defined benefit pension plan

Generous time off benefits

Career advancement opportunities

Job summary

Health & Human Services Commission in Austin, TX seeks an Administrative Assistant V to support the HCR ARU - Admin SS & Mobile unit. The role involves handling inquiries, maintaining documentation, and coordinating meetings and training, with a focus on accuracy and timely communication.

The position is full-time, FLSA nonexempt, with telework potential. Candidates should have strong MS Office skills and experience in administrative procedures and program documentation.

Qualifications

• Experience using Microsoft Word, Excel, Outlook, PowerPoint and virtual meeting software.
• Experience preparing and proofreading administrative reports, studies, or specialized projects.
• Valid driver’s license required.

Responsibilities

• Attends a regular schedule and collaborates with agency staff and managers.
• Responds to inquiries, tracks calls and emails, and maintains FAQs and procedures.
• Prepares and distributes program materials, memos, and manuals; maintains spreadsheets.
• Monitors inspection reports, maintains POC databases, and ensures form accuracy.
• Coordinates meetings, prepares agendas, and distributes minutes; trains staff as needed.

Skills

Verbal communication

Written communication

Quality improvement practices

Office procedures

Time management

PowerPoint

Tools

Microsoft Word

Outlook

TEAMS

SharePoint

Excel

Salesforce

Access

PowerPoint

Job description

Career Opportunities: Administrative Assistant V (21346)

Posting ID21346-Posted09/11/2026-Health & Human Services Comm-HCR ARU - Admin SS & Mobile-Office and Administrative Support-b. $3000 - $4999 per month

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 V
Job Title:Administrative Assistant V
Agency:Health & Human Services Comm
Department:HCR ARU - Admin SS & Mobile
Posting Number:21346
Closing Date:09/25/2026
Posting Audience:Internal and External
Occupational Category:Office and Administrative Support
Salary Range:$4,397.67-$5,372.41
Pay Frequency: Monthly
Salary Group:TEXAS-A-17
Shift:Day
Additional Shift:None
Telework:
Travel:Up to 10%
Regular/Temporary:Regular
Full Time/Part Time:Full time
FLSA Exempt/Non-Exempt:Nonexempt
Facility Location:
Job Location City:AUSTIN
Job Location Address:701 W 51ST ST
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

Essential job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties assigned. W orks cooperatively with agency staff, Unit Managers and HHSC Regulatory Services Division .

Analyzes stakeholder inquiries daily and responds, tracks and routes incoming calls and emails for the Unit. Validates staff’s response to stakeholder inquiries in the required timeframe. Teach staff on intake tracking system. Tracks frequently asked questions (FAQ) and develop, maintains, and distributes the FAQ list to stakeholders. Responds to inquiries regarding administrative regulations, policies, and procedures to public, staff, and other HHSC agencies. Coordinates technical and administrative support functions including proofreading and editing reports and memos, filing, and is responsible for all certified mail, mail distribution, copying, and flow of information both internally and externally. (25%)

Complies, reviews, proofreads, and disseminates architectural correspondence for intermediate and final construction inspection statement of deficiencies to the stakeholders. Complies procedures, draft outline, creates easily searchable Unit’s procedure and policy electronic manual. Maintains the unit’s procedure manual by collecting, reviewing, and editing data from staff to write new procedures. Writes and distributes program reference materials and brochures. Complies and edits master spreadsheets of licensees, stakeholders, and design firms. (25%)

Monitors and assigns plan of corrections (POC) for inspection reports. Performs quality indicator work reviews relating to accuracy, timeliness, completeness, and professionalism of the POC. Complies both written reports and graphs of internal performance measures. Creates and maintains a database of active POC. Develops and ensures that program forms, letters, and other documents are current and accurate. (20%)

Coordinates, schedules, and monitors feasibility conferences. Coordinates and participates in routine internal staff meetings by preparing and distributing meeting agendas. Writes and disseminates weekly meeting minutes. Works with staff to identify and resolve technical and complex issues and provides training. Acquires training needs and resource materials for inspector survey documents. Prepare technical project summaries containing analyses of lessons learned. Serves as liaison to state and federal agencies for coordinating emergency disaster reporting. Communicates clearly and accurately with others (internally and externally) to provide, exchange, and verify information. (15%)

Performs administrative edits to data in charts and databases. Maintains current knowledge in relevant areas as evidenced by working knowledge of applicable standards, rules and techniques. Attends workgroup meetings. Completes special assignments as assigned by Unit manager. Performs other duties as assigned for smooth daily operations and management objectives. Maintains effective working relationships being tactful and professional within our interdisciplinary team and with external groups to foster an environment of continuous improvement . 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. Such participation may require an alternate shift pattern assignment and/or location. (15%)

Registration, Licensure Requirements or Certifications:

Valid Class C (or higher) Texas driver’s license is required.

Knowledge Skills Abilities:

Proficient in Microsoft Word, Outlook, TEAMS, SharePoint, Excel programs, and PowerPoint; preferred knowledge in Salesforce and Access software.

Proficient in effective verbal communication and composing and editing high level written documents with accuracy .

Knowledge of quality improvement practices and office practices and administrative procedures.

Skill in assessing, planning, implementing, evaluating, and managing complex projects and initiatives.

Skill in delegating tasks, prioritizing their workload, and monitoring the output .

Skill in effectively facilitating productive meetings and training others.

Skill in tactfully and diplomatically interacting within the team and with external groups to foster an environment of continuous improvement and maintain effective working relationships .

Skill in working independently without close supervision and performing with a high degree of diligence and correctness.

Initial Selection Criteria

Experience in the use of Microsoft Word, Excel, Outlook, PowerPoint, and virtual meeting software programs.

Experience preparing and proofreading administrative reports, studies, or specialized projects.

Valid driver’s license required.

Additional Information:

References will be checked if you are called for an interview.

Salary Note:

Salary Note: The salary offered follows HHS HR Policy and Procedures and contingent upon allocated funds set by the current budget. For internal applicants, there can be limitations in consideration of applicant’s current classification and salary and is dependent upon available budget. The salary on this job posting reflects the minimum and maximum allowed, however, budget considerations may result in salary offers below the maximum of the posted range.

Note:

Must be legally authorized to work in the U.S. without sponsorship. HHS agencies use E Verify. You must bring your I-9 documentation with you on your first day of work.

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 tothose 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.

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.