Administrative Asst III

Texas Health and Human Services; Austin (TX); On-site; USD 33,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Pension plan

Time off benefits

Career advancement

Job summary

Texas Health and Human Services Commission (HHSC) is seeking an Administrative Asst III in Austin to provide complex administrative support for State Office Mail Services, Fleet Management, and related programs. The role involves preparing reports, routing correspondence, and assisting with purchasing and records management.

The position trains staff, handles mail operations, and supports scheduling and travel for professional staff.

Qualifications

• Graduation from an accredited high school or GED.
• Experience in using Word, PowerPoint, Excel, and Microsoft Outlook.
• Experience in maintaining and monitoring records and files, or logs.
• Experience handling, sorting, tracking, and distributing mail to stakeholders.

Responsibilities

• Provide administrative support for HHSC State Office Mail Services and related programs.
• Lead and train mail office staff and coordinate fleet management activities.
• Track mail counts, prepare reports, and manage postage expenditure data.
• Enter purchase requests into CAPPS Financial system as requisitions.
• Deliver quality customer service and support mail distribution operations.
• Support and coordinate scheduling and travel for staff as needed.

Skills

Microsoft Windows

Excel

Word

Communication

Education

High school diploma or GED

Tools

CAPPS Financial system

Job description

Date: Sep 10, 2026

Location:

AUSTIN, 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 Asst IIIJob Title: Administrative Asst IIIAgency: Health & Human Services CommDepartment: Consolidated Mail StaffPosting Number: 21281Closing Date: 03/11/2027Posting Audience: Internal and ExternalOccupational Category: Office and Administrative SupportSalary Range: $2,953.25 - $3,659.50Pay Frequency: Monthly

Salary Group: TEXAS-A-13Shift: DayAdditional Shift: Days (First)Telework: Not Eligible for TeleworkTravel: Up to 20%Regular/Temporary: RegularFull Time/Part Time: Full timeFLSA Exempt/Non-Exempt: Nonexempt

Facility Location: Job Location City: AUSTINJob Location Address: 1100 W 49TH ST (DHT)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

Brief Job Description

Performs complex (journey-level) administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management with moderate latitude for the use of initiative and independent judgment. Performing administrative support work involving disseminating information, preparing correspondence, creating reports, tracking data, and documents regarding State Office mail matters. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This position trains and leads one or more mail office employees in the sorting and distribution of state mail. Develops, coordinates, and maintains record keeping and filing systems; coordinates meetings, conferences, and seminars as well as coordinates and schedule travel and appointments for professional staff as necessary. Position will create, maintain, and enter mail count information into databases and compiles data for charts, graphs, databases, summaries, or reports. This role may be assigned to enter purchasing requests (enter requisitions) in the CAPPS Financial system, and performs related work as assigned. This role will provide administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS).

Essential Job Functions

EJF 1. 40% Administrative Support:

Administrative Support: Provides administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management. Performing administrative support work involving disseminating information, preparing correspondence, creating reports and documents regarding State Office mail matters. Will support and assist supervisors with plans for repairs, services, and reports on fleet vehicles. Will support and assist managers with maintaining office schedules and appointments. Will assist with internal mail delivery. Will arrange for the scheduling and transfer of surplus items. Performs backup office coverage duties. Will support managers and supervisors in onboarding new employees. Performs related work as assigned. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This role will provide administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS).

EJF 2. 10% Staff Development:

Staff Development: Provides training for current, newly hired, and temporary mail services employees, showing job tasks for the position and cross training to other mail office positions to facilitate backup capability. Ensures the collection of inbound mail from the US Post Office is completed daily, assigning sorting, and distributing tasks to employees and routing to appropriate mail bins. Delivering HHS State Office agencies mail twice daily.

EJF 3. 10% Filing and Reporting:

Filing and Reporting: Reviews, edits, and reconciles discrepancies in reports, purchase orders, correspondence, summaries, manuals, vouchers, journals, ledgers, requisitions, records, and other related forms. Develops and keeps files. Updates these files regularly, making changes as appropriate. Prepares postage summary reports for HHSC Mail Services accountant, maintaining accurate mail count logs. Maintains an organized filing system. Uses computer programs i.e., Excel and Word proficiently to complete and maintain ongoing records and postage expenditure reports. Maintains postage expenditure data for programs by inputting budget numbers in the remote accounting systems, using vendor proprietary software/hardware. Enters purchase requests into CAPPS Financial system as a requisition entry.

EJF 4. 15% Data entry and retrieval:

Data entry and retrieval: Documents and tracks mail counts, verifies, and performs data entry, creates manifests for receipt of courier shipments and other accountable mail items, to include Overnight Couriers and United States Postal Service Certified, Registered and Express mail using Microsoft Windows and Excel spreadsheet applications and/or vendor proprietary software. Performs other duties as assigned.

EJF 5. 15% Customer Service:

Customer Service: Communicates effectively in person, via email, and phone exchanging or verifying information, answering inquiries, addressing issues or concerns, resolve problems and/or complaints in person and on the telephone. Performs customer service duties by assisting the public and staff in filling out forms and provides information to internal and external customers via email or phone.

EJF 6. 10% Mail processing:

Mail processing: Prepares outbound mail for USPS representatives and vendors. Consolidates, classifies, and prepares all classes of outbound mail for postage, adhering to current US Postal Service rates and fees. Will weigh and meter outbound 1st class mail using high production mailing equipment. Closes out and records accounting system and daily postage activity in logbook. Processes individual programs inbound Business Reply Mail, Express and Certified mail using Microsoft Windows applications. Uses copiers, scanners, and vendor proprietary software and equipment to document inbound accountable mail and overnight express courier mail to create an internal chain-of-custody and to capture customer signatures on portable handheld devices and copy manifest.

Registrations, Licensure Requirements Or Certifications

Valid Texas Drivers' License

Knowledge, Skills & Abilities

Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic.

Knowledge of United States Postal Service rules and regulations.

Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic.

Knowledge of United States Postal Service rules and regulations.

Knowledge and ability to interpret guidelines, to develop, monitor and adhere to agency policies and standards.

Skill organizing and recording files using Microsoft Windows Suites.

Skill in the use of a computer and office equipment.

Ability to prepare and maintain records.

Ability to communicate effectively in a team environment and train others.

Ability to read and understand rules, regulations, policies, and procedures.

Ability to communicate effectively verbally and in writing.

Ability to function effectively in a team environment.

Ability to establish priorities in workloads.

Ability to move/push or pull up to 15-100 pounds.

Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.

Initial Screening Criteria

Experience in answering telephones, referring callers to appropriate staff, taking messages, and answering basic questions.

Graduation from an accredited high school or GED.

Experience in the use of standard office equipment and software including Word, PowerPoint, Excel, and Microsoft Outlook.

Experience in maintaining and monitoring records and files, or logs, including electronic records.

Experience is preferred for handling, sorting, tracking, and distributing mail to stakeholders.

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: Austin