Administrative Asst IV

FALL CREEK FARM & NURSERY; Arlington (TX); Hybrid; USD 39,000 - 58,000; Full time

Benefits offered by this job

Health insurance

Pension plan

Paid time off

Job summary

Health & Human Services Commission (HHSC) in Arlington, Texas, is seeking an Administrative Assistant IV to provide high-level administrative support to the Guardianship Services unit. The role includes data entry in GOLD, budgeting, drafting reports, and handling confidential documents.

Telework is eligible; occasional in-office presence may be required. Responsibilities include managing multi-line phones, travel arrangements, notarizing documents, and supporting field staff.

Responsibilities

• Attends work on a regular and predictable schedule.
• Performs advanced administrative and technical tasks in program administration; develops complex reports and budget analyses.
• Manages communications, notarial duties, travel arrangements, and preparation of travel authorizations.

Job description

Posting ID20304-Posted -Health & Human Services Comm-Regional Operations Field Staf-Community and Social Services-Eligible for Telework- Other Locations (1) -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 Asst IV
Job Title:Administrative Asst IV
Agency:Health & Human Services Comm
Department:Regional Operations Field Staf
Posting Number:20304
Closing Date:09/09/2026
Posting Audience:Internal and External
Occupational Category:Community and Social Services
Salary Range:$3,248.00-$4,837.00
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
Facility Location:
Job Location City:ARLINGTON
Job Location Address:2561 MATLOCK RD
Other Locations:Arlington
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

The Office of Guardianship Services (OGS) Administrative Assistant IVreports to the OGS Unit Supervisor and is responsible for complex administrative support work for the supervisor and field staff.The position performs administrative duties to include, but not limited to technical support of the operations of the OGS program, data entry into the Guardianship Online Data System (GOLD), creating Excel spreadsheets, maintaining monthly budget reports, composing replies to routine and non-routine correspondence, disseminating information,preparing, analyzing and editing reports, reviewing legal documents, analyzing trends, creating tracking sheets and monitoring tools for quality assurance and monitoring GOLD for accurate input and dates as well as maintaining confidential files and reports. This position answers multi-line telephones, routes calls to appropriate staff and takes messages, processes mail which may include driving to the post office for next day mailings. Position assists all unit staff in travel reservations and completing of e-travel. Notarizes legal documents. May provide coverage to other units and may provide guidance to others.

Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

“This position is eligible for telework consistent with HHSC telework policy, which is subject to change. Employees maybe requiredto work in the office one or more days a week.”

The selected candidate must have the ability to provide a reliable internet service in a home office location free from distractions and willprovidethe ability to ensure confidentiality of client andemployee’sinformation.

WHY WORK FOR HHSC?

TheGuardianship Program with Health and Human Service Commission (HHSC)is responsible forprotectingtheelderlyandindividualwith developmental/intellectualdisabilitieswho have beenabused, neglected, and/orexploited.

HHSC Guardianshipis not only a qualifying organization for theService Loan Forgiveness Program , which forgives the remaining balance on college student Direct Loans after making 120 qualifying monthly payments, but also offersexcellent health benefits , special discounts on many products and services through theDiscount Purchase Program , a lifetime monthly retirement annuity as well asTexa$aver401(k) and 457 Programs under theEmployees Retirement System of Texas. Anadditionalbenefit you will receive is12 daysof paid annual leave, 12 sick days, and the potential to earn up to four days of administrative leave each year. Your annual paid leave accrual increases as your tenure increases.

Essential Job Functions:

Attends work on a regular and predictable schedulein accordance withagency leave policy andperformsother duties as assigned.

EJF 1. Performs advanced administrative and technical tasks in the areas of program administration; responsible for developing, analyzing, and preparing complex Management Information reports and budget analysiswith proposed recommendations for Program Supervisors review. Routinelyutilizescommon software applications, including Microsoft Outlook, Word, Excel,PowerPointand Adobe systems. From these applications, will create presentations, documents, or spreadsheets of information to be used by unit staff. Prepares and reviews legal documentation, drafts written correspondence and other documents. Notarizes legal documents. Processespurchaseorders, makes travel arrangements, and prepares and reviews travel authorizations and claims for technical accuracy for all staff, within establishedtime frames. (20%)

EJF 2. Develops andmaintainsdatabases of information; inputs data and initiates query of data from the Guardianship Online Database System for creation of complex, routine, and special statistical analysis reports requested by the Program Supervisor.Assists the Program Supervisor and field staff with a variety of administrative matters, including scheduling interviews for unit specific position vacancies. (20%)

EJF 3. The OGS Administrative Assistant answers phones on a rotating basis for building coverage andon a daily basisfor the guardianship program.Will route calls to appropriate staff, return calls and take messages, manages the Supervisors calendar, manages unit leave calendar and training calendar, prepares responses for the Supervisor for inquiries from OGS program staff, service providers, other state agencies, and the general public regarding the Office of Guardianship Services program, and monitors the OGS budget. (20%)

EJF 4: The OGS Administrative Assistant will be the first contact with stakeholders in person and via telephonic interaction and will display a positive attitude toward customer services.Administrative Assistant will develop liaisons and working relationships with all guardianship staff and program regional attorneys as well as with county court staff including clerks, attorneys, countyattorneysand court appointed representatives through in person and phone contact.The assistantis responsible forthe preparation and review of legal correspondence, administrative documents and court documents as well as obtaining court documents from local and non-local court houses to ensure the required information is available to program. Obtaining documents will require travel to court houses, countycourtsor clerks’ offices.The assistantis responsible forexternal database searches involving understanding and navigation of the internet toidentifyreal andpersonal propertyof proposed wards within the state of Texas and other states,in ordertocomplete guardianship applications.Assistantwill verify legal filings were filedtimelyand correctly and notify staff of any inaccuracies.20%

EJF 5 – The OGS Administrative Assistant must work independently by reviewing program referrals and obtaining additional information from referral sources, other state agencies and courts. Will answer general guardianship referral questions. Will complete inventories or assist staff with the personal and real property inventory of the clients served. Will manage the guardianship storage room and properly label and organize any property belonging to clients. Will track, document, file and inventory the personal and confidential, original documents belonging to clients in the guardianship locked firesafe storage cabinets. Will review all documents every 6 months and document findings in database. Will monitor bank and trust accounts of clients. Will exercise considerable judgement in determining needed items for the client, will shop for the client and deliver purchased goods to the client.Must be able to maintain a regular and predictable work schedule. Will be required to assist in field training and communicating.Performs other job duties as may be assigned and required to maintain unit operations. Must be able and willing to work outside of the regular eight-hour business day, including nights and weekends, as requested by the supervisor. 20%

Registration, Licensure Requirements or Certifications:

• Must become a licensed notary within the first year of employment.
• A valid driver’s license appropriate for the vehicle, passenger cargo load. Applicants must provide proof of driver's license.

Knowledge, Skills and Abilities Required

• Experience with office practices, administrative procedures andorganizational skills.

Experience in use of personal computers and software applications.

Ability to navigate the Guardianship Online Database System for data input and monitoring.

Ability tomaintainfiling systems. Ability to handle and safeguard sensitive and confidential information.

Ability to work independently and exercise judgment in making administrative and technical decisions.

Ability to develop/implement administrative procedures and to evaluate their effectiveness.

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

Ability to understand and follow verbal and written instructions.

Ability to effectively communicate both in writing and orally.

Ability toestablishand maintain effective working relationships withsupervisorand co-workers.

Initial Screening Criteria

Graduation from a standard senior high school, GED or equivalent.

Travel at least 10% outside of your assigned work locationisrequired.

At leastthree (3)years of experience inadministrativesupport operations includingbut not limited to data entry; preparing,editingand distributing correspondence and reports;maintainingfiling and record keeping systems; meeting deadlines; answering phones and working with stakeholders

Technical and administrative experience in Microsoft Word, Excel, Power Point, Outlook, Adobe, and standard office equipment

Experience with developing and maintaining databases of information and extracting reports

Experience making travel arrangements

Acceptable Substitutions:

10 semester credit hours completed at an accredited college or university may be substituted for 1 year of the required experience. 30 semester credit hours may be substituted for 3 years of the required experience.

ADDITIONAL INFORMATION

Employment contingent upon passing a criminal backgroundcheck andannually thereafter.

Intervieweeselectionis based upon applicantdemonstratinga clear match to all Initial criteria.Preference is given to those applicants matching the majority of preferred criteria.Applicants must be able and willing toutilizetheir personalvehicle to conduct agency business,maintaina valid Texas driver’s license, and mustmaintainState-required levels of personal motor vehicle insurance.Applicants must successfully complete an assessment upon submission of their application.Interviewselectionwill be based upon a combination of clear matching criteria andthe assessment.

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.