Administrative Asst III

Health & Human Services Comm; Vernon (TX); On-site; USD 35,000 - 49,000; Full time

Job summary

Health & Human Services Comm in Vernon, TX seeks an Administrative Assistant III to support the MaxSecPsych nursing department at Vernon State Hospital. The role handles records, scheduling, communications, and supply management, with an emphasis on accuracy and discretion in a healthcare setting.

The position requires strong clerical skills, familiarity with Microsoft Office, and the ability to handle confidential information.

Qualifications

• Two years of professional support experience.
• At least three years using Microsoft Office applications.
• Strong organizational and record-keeping abilities.

Responsibilities

• Attend work regularly and follow assigned shift schedules.
• Maintain internal records, ensure accuracy and secure storage.
• Serve as a point of contact with the public and internal staff.
• Procure office supplies and coordinate purchases per policy.
• Coordinate meetings, travel, and event logistics; prepare materials.

Skills

Office administration

Microsoft Office

Communication skills

Document management

Job description

Posting ID21915-Posted09/28/2026-Health & Human Services Comm-MaxSecPsych Nursing-Office and Administrative Support-Vernon State Hospital-Not Eligible for Telework-b. $3000 - $4999 per month-Functional Title:Administrative Asst IIIJob Title:Administrative Asst IIIAgency:Health & Human Services CommDepartment:MaxSecPsych nursingPosting Number:21915Closing Date:10/28/2026Posting Audience:Internal and ExternalOccupational Category:Office and Administrative SupportSalary Range:$3,101.00-$4,365.66Pay Frequency:MonthlySalary Group:TEXAS-A-13Shift:DayAdditional Shift:NoneTelework:Not Eligible for TeleworkTravel:Up to 5%Regular/Temporary:RegularFull Time/Part Time:Full timeFLSA Exempt/Non-Exempt:NonexemptFacility Location:Vernon State HospitalJob Location City:VERNONJob Location Address:4730 COLLEGE DROther Locations:NoneMOS 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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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.

Brief Job Description

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, two youth residential treatment facilities, and thirteen state supported living centers. Psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Essential Job Functions (EJFs)

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Establish, track, and maintain internal record-keeping systems, ensuring all files are accurate, up-to-date, and securely stored. Manage confidential documents with discretion, facilitating the creation, transmission, reproduction, and appropriate distribution of records in compliance with agency policies and regulations.

Serve as a key point of contact by communicating professionally and effectively with the public, internal staff, government agencies, and private organizations. Provide timely responses to inquiries regarding agency rules, regulations, policies, and procedures while maintaining a positive and service-oriented approach to stakeholder engagement.

Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, furniture, and equipment, determining the appropriate method to pay for goods or services purchased by the department following policy and procedures, and utilizing the appropriate process.

Organize and coordinate meetings, conferences, and seminars by scheduling, preparing agendas, arranging logistics, and ensuring all necessary materials are available. Facilitate communication before, during, and after events, providing documentation and follow-ups to support successful outcomes. Handles travel arrangements, requests, and vouchers for reimbursement. Monitor and initiate purchases of office supplies, training materials, conference registrations.

Gather, review, and analyze documents and data to provide technical assistance and administrative support. Prepares and routes reports and forms to Director and/or Area leadership to obtain approval, via electronic signature. Compiles and reviews studies and other documents to ensure quality, accuracy, and compliance with facility and department guidelines. Assist in compiling information for audits, compliance checks, and other reporting needs.

Maintain structured and efficient filing systems to support easy retrieval and secure storage of documents. Manage incoming and outgoing communications by answering phone calls, distributing mail, and directing inquiries to appropriate personnel. Coordinate workflow between different organizational units, order office supplies and equipment, and ensure the office environment remains organized and functional.

Performs other duties as assigned. Other duties as assigned include but are 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. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge, Skills and Abilities (KSAs)

Knowledge of office practices and administrative procedures.

Knowledge of business English, spelling and grammar.

Knowledge of state travel policy and procedure.

Knowledge of record keeping and filing systems.

Knowledge of HIPAA laws

Skilled in written communications.

Skilled in proofreading and editing.

Skilled in verbal communications.

Skilled in time keeping.

Skilled in Microsoft office products.

Ability to implement administrative procedures and to evaluate their effectiveness; to interpret rules, regulations, policies, and procedures; to communicate effectively and to train others.

Ability to work independently and as a team member.

Ability to manage multiple projects while meeting timelines.

Ability to prepare correspondence, forms and requisitions.

Ability to implement administrative procedures and to evaluate their effectiveness.

Ability to communicate efficiently and effectively using both written and verbal skills.

Ability to interpret complex rules, regulations, policies and procedures.

Ability to maintain confidential information and secure documents.

Registrations, Licensure Requirements or Certifications

None

Initial Screening Criteria

At least two (2) years’ experience in a professional support role.

At least three (3) years working within Microsoft products such as Outlook, Excel, Word, PowerPoint.

Additional Information

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco and Terrell Center for Youth applicants must be 21 years of age.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

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. 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.