Administrative Asst IV

Texas Department of State Health Services; Austin (TX); On-site; USD 36,000 - 44,000; Full time

Job summary

Texas Department of State Health Services in Austin, TX seeks an Administrative Assistant IV to provide high-level administrative support for the Newborn Screening unit and its director. The role includes preparing materials, managing correspondence, and coordinating travel, budgeting, and personnel processes.

The position requires strong organizational and communication skills, with a focus on accuracy and confidentiality.

Qualifications

• Knowledge of English grammar, spelling, punctuation, and writing style.
• Knowledge of modern office practices including use of printers, copiers, fax machines, and microcomputers for word and data processing.
• Knowledge of the preparation, maintenance, and control of forms, records, and reports.
• Knowledge of state travel policies and procedures.
• Knowledge and experience in ordering office supplies and maintenance of office supply equipment.

Responsibilities

• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• (30%) Provides administrative and customer support relating to budget, personnel, and travel documents as assigned by the unit manager, medical director, and unit staff. Coordinates the preparation and editing of materials, correspondence, memos, and reports using Microsoft Office including Word and Excel. Enters requisitions into the DSHS financial information system. Proofs correspondence, memos, technical documents, and forms from Unit staff for accuracy before submitting for signature/approval of the unit director or higher authority. Maintains official copies of correspondence mailed from unit Director. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls for the unit.
• (20%) Monitors emails and online calendar of unit director using Microsoft Outlook. Evaluates requests and inquiries to determine which are priority matters and alerts accordingly. Keeps unit director informed of pending decisions and commitments. Coordinates assigned meetings and conference calls as needed. Makes decisions to contact unit director at offsite locations or raise issue to backup manager if the unit director is on leave status when critical situations require immediate response or action. Refers inquiries or other requests that do not require the response from the unit director to managers in the unit for appropriate staff assignment and follow up. Maintains Unit inventory and orders office supplies and other materials, makes services calls for office equipment, requests paper shredding removal, and office building maintenance requests in a timely manner for the Unit.

Skills

Microsoft Office

Time management

Communication skills

Organization

Telephone handling

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Date: Oct 8, 2026

Location: AUSTIN, TX

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Functional Title: Administrative Asst IV

Job Title: Administrative Asst IV

Agency: Dept of State Health Services

Department: Newborn Screening

Posting Number: 22238

Closing Date: 10/22/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $3,248.00 - $3,900.00

Pay Frequency: Monthly

Salary Group: TEXAS-A-15

Shift: Day

Additional Shift: Telework: Not Eligible for Telework

Travel: Up to 5%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location: AUSTIN

Job Location City: AUSTIN

Job Location Address: 1100 W 49TH ST (RDM)

Other Locations: 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

Performs highly complex administrative support and technical program assistance work. Works under the supervision of the Newborn Screening Unit Director. Provides administrative support for all areas of the Newborn Screening Unit including direct administrative support to the unit physician, and all managers. Responsibilities include planning, developing, coordinating, and monitoring internal administrative functions of the unit as directed by the unit director. Work involves supporting the work of the unit staff, maintaining filing systems, disseminating information, and communicating with internal and external customers. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the unit director with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(30%) Provides administrative and customer support relating to budget, personnel, and travel documents as assigned by the unit manager, medical director, and unit staff. Coordinates the preparation and editing of materials, correspondence, memos, and reports using Microsoft Office including Word and Excel. Enters requisitions into the DSHS financial information system. Proofs correspondence, memos, technical documents, and forms from Unit staff for accuracy before submitting for signature/approval of the unit director or higher authority. Maintains official copies of correspondence mailed from unit Director. Receives, analyzes, distributes, and takes appropriate action on incoming mail and telephone calls for the unit.

(20%) Monitors emails and online calendar of unit director using Microsoft Outlook. Evaluates requests and inquiries to determine which are priority matters and alerts accordingly. Keeps unit director informed of pending decisions and commitments. Coordinates assigned meetings and conference calls as needed. Makes decisions to contact unit director at offsite locations or raise issue to backup manager if the unit director is on leave status when critical situations require immediate response or action. Refers inquiries or other requests that do not require the response from the unit director to managers in the unit for appropriate staff assignment and follow up. Maintains Unit inventory and orders office supplies and other materials, makes services calls for office equipment, requests paper shredding removal, and office building maintenance requests in a timely manner for the Unit.

(15%) Coordinates assigned meetings/conference calls within the unit, supporting groups as needed. Records, transcribes, and distributes minutes within established timeframes as directed by the unit director or their designee. Maintains a master schedule of all meetings and assures that necessary room arrangements and audiovisual equipment is available. Prepares, plans, and/or oversees the preparation of handouts and other materials necessary for assigned meetings. Maintains electronic distribution lists and rosters of consultant groups, standing meeting attendees and stakeholders as required.

(15%) Obtains, reviews, maintains, and distributes agency and Newborn Screening Unit administrative policies, procedures, and announcements to appropriate Unit staff. Responds to inquiries from staff and managers regarding announced changes to administrative policies and procedures after researching issues thoroughly and documenting results in email or other written correspondence. Assists new unit staff in securing IT hardware and software and appropriate security clearances. Maintains and updates the unit work schedules, and vacation calendar. May assist in the review and revision of Section policies.

(10%) Serves as Records Coordinator for the unit, working with assigned staff in each branch and/or group. Provides assistance to staff with records retention issues and state library requests. Trains staff in records retention policies and procedures. Maintains records retention schedule by inventorying and purging files appropriately. Prepares Open Records Report monthly. Services as the unit Floor Safety Coordinator outlined in the Office Emergency Action Plan.

(5%) Provides backup for other administrative support staff with duties that are necessary for operations of the unit.

(5%) 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.

Licensure, Certification, or Registration: No licensure, certification or registration required.

Knowledge, Skills And Abilities

Knowledge of English grammar, spelling, punctuation, and writing style.

Knowledge of modern office practices including use of printers, copiers, fax machines, and microcomputers for word and data processing.

Knowledge of the preparation, maintenance, and control of forms, records, and reports.

Knowledge of state travel policies and procedures.

Knowledge and experience in ordering office supplies and maintenance of office supply equipment.

Skill in verbal and written communications.

Skill in answering a multi-line telephone.

Skill in composing, proofing, editing, and formatting high level written reports and correspondence.

Skill in using a computer and software, including Microsoft Office Suite, or other spreadsheet, database, or software programs.

Skill in learning and adapting computer programs to specific tasks.

Skill in taking meeting notes and/or transcribing minutes of meetings.

Skill in problem solving and attention to detail

Skill in time management, organizing workloads, and setting priorities to meet deadlines

Ability to work effectively with groups of people.

Ability to type accurately from a draft or handwritten copy.

Ability to work independently when carrying out administrative tasks.

Ability to prioritize work, complete assignments in a timely manner, and meet stringent deadlines.

Ability to coordinate and train administrative personnel.

Ability to read and interpret agency and division/program policies and procedures.

Ability to identify problems and suggest or implement solutions when appropriate.

Ability to deal with stressful situations in a diplomatic and tactful manner.

Ability to work discretely and maintain confidentiality when dealing with sensitive information/issues.

Ability to work in a team environment.

Initial Screening Criteria

• Experience with office practices and general administrative procedures.
• Experience using office equipment and computer software (Microsoft Word, Excel, Access, Outlook, Databases).
• Experience preparing routine written correspondence to external and internal customers.
• Experience in maintaining filing and/or record keeping systems.
• Health and Human Services System experience preferred.

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 for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at [e-mail].

Salary Information, Pre-employment Checks, And Work Eligibility

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form

Nearest Major Market: Austin