Executive Assistant

FALL CREEK FARM & NURSERY; Austin (TX); On-site; USD 45,000 - 71,000; Full time

Job summary

Dept of State Health Services (DSHS) is seeking an Executive Assistant II to support the TB Branch. This role performs high-level administrative duties, coordinates calendars and travel for the Section director, and helps prepare communications and records for senior leadership.

Strong organizational and problem-solving abilities are essential. The position requires meticulous attention to detail, ability to work with sensitive information, and proficiency with Microsoft Office and SharePoint.

Qualifications

• Bachelor's degree or equivalent; experience may substitute for education.
• Three years’ executive coordination experience preferred.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate calendars, meetings, and travel arrangements for the Section director.
• Prepare presentation and handout materials; manage routine and special correspondence.
• Assist with open records requests, grievances, and other high-level inquiries.
• Develop and maintain procedures, SharePoint filing, and document workflows.

Skills

Executive support

Calendar management

Communication skills

HR policy awareness

Education

Bachelor's degree or equivalent

Tools

SharePoint

Microsoft Office

Microsoft Excel

Job description

Career Opportunities: Executive Assistant (21212)

Posting ID21212-Posted09/10/2026-Dept of State Health Services-TB Branch-Healthcare Support- Additional Shifts available (1) -b. $3000 - $4999 per month

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 .

Functional Title: Executive Assistant
Job Title: Executive Assistant II
Agency: Dept of State Health Services
Department: TB Branch
Posting Number: 21212
Closing Date: 09/24/2026
Posting Audience: Internal and External
Occupational Category: Healthcare Support
Salary Range: $4,020.33 - $6,335.66
Pay Frequency: Monthly
Salary Group: TEXAS-B-19
Shift: Day
Additional Shift: Days (First)
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: 201 W HOWARD LN STE 200
Other Locations: None
MOS Codes: 0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN YNS

Brief Job Description

Under the general direction of the Tuberculosis (TB) and Hansen's Disease Section director performs highly complex duties for the TB and Hansen's Disease Section. Plan, develop, implement and maintain work systems to promote general programmatic efficiency and quality throughout the Section. Develop procedures necessary to maintain consistent business practices and daily operations. Perform responsible professional administrative and technical assistance work for the Section director. Coordinate completion of special assignments and responses to specific high-level requests. Facilitate or participate in work groups and coordinate functions in the Section. Work is performed with minimal supervision under the guidance of the Section director with considerable exercise of initiative and independent judgment.

Essential Job Functions (EJF)

20% Evaluate current operations to determine the need for improvements in work systems and procedures. Plan, develop and implement procedures to assist the Section in maintaining effective business practices and daily operations. Write new procedures, may revise current procedures and ensure the final product is approved and distributed. Develop and maintain the Section's procedure manual. Provide guidance to staff in implementing and integrating new methods and procedures. Assist directors, managers and staff with any HR policy questions. Review, and edit all incoming documents including correspondence for the Section director's signature to ensure accuracy, proper format, and adherence to policies and procedures. Review, design and maintain an organized system of saving documents in SharePoint.

20% Perform responsible professional technical assistance work for the Section director. Coordinate calendars, meetings, and conferences; develop presentation and handout materials; coordinate trip itineraries and travel for the Section director. Completes expense and mileage reports for the Section director. Consolidate and complete responses to routine and special correspondence dealing with sensitive and confidential issues. Consolidate responses to suspense items before submitting to Section director. Direct, and/or carry out special assignments and present updates to the Section director. Plan, implement, coordinate, and monitor responses to open records requests and/or grievances. Assist with or respond to high-level, time-sensitive requests and assignments from the Infectious Disease Prevention Division (IDP). May write correspondence for the signature of the Section director. Participate in completing monthly reports due to IDP.

20% Assist the Section director in coordinating an effective response to audits and operational plans including assuring that the requested information is complete and available, attending to auditor requests on a real time basis and assuring any follow-up is completed. Assist the Section director in tracking grant programmatic activities and associated resources. Maintain an inventory on the status of proposed programmatic activities.

15% Represent the Section director in work groups to address administrative issues within the Section. Seek resolution by identifying systematic or process protocol or by participating in the development and implementation of procedures. Coordinate and participate in work groups to execute plans for Section retreats, trainings and conferences. Keep directors in the Section informed of concerns and suggestions identified by the work groups.

20% Carefully review all IDP assignments, distribute to the appropriate manager and where needed, provide additional instructions to ensure directors and managers clearly understand assignments. Determine internal deadlines and review responses prior to submission to the Section director for final review and approval. Compile and/or complete final responses to suspense assignments from IDP within time frames following correct formats. Coordinate responses to routine suspense items such as Open Records Reporting, Management-to-Staff Matrix, Use of Extended Sick Leave, Travel Forecast, Quarterly Travel Report and Monthly Report.

5% Other duties as assigned, including but 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

Knowledge of standard office practices and administrative procedures; agency functions and structure; sound administrative and management practices.

Skill in the use and operation of personal computers and in using a variety of software applications and online meeting platforms (i.e., Outlook, Word, Excel, PowerPoint, SharePoint, Adobe, TEAMS).

Skill in both verbal and written communication; composing, proofing and editing memos, letters, and reports; and excellent interpersonal skills.

Skill in organizing and tracking information and assignments.

Ability to handle high-level administrative issues; manage multiple tasks; effectively prioritize work activities and work under pressure to accomplish assignments.

Ability to implement administrative procedures and evaluate their effectiveness; analyze, interpret, and exercise sound judgement in a variety of situations; develop and maintain and monitor tracking systems; create and maintain filing systems.

Ability to work well with others in a team environment; establish and maintain effective working relationships with managers, supervisors, co-workers and other professional and administrative personnel; provide good customer service.

Licensure:

N/A

Initial Screening Criteria:
Preference given to bachelor’s degree from an accredited four-year college or university. Education and experience may be substituted for one another on a year for year basis.
Minimum three years’ experience with executive level coordination, written communications, scheduling meetings and managing calendars.
Five years’ experience with Microsoft Suite products.

Additional Information:

This position is required to be on-site and to ensure business continuity, daily attendance is key.

To be considered for an interview, applicants must demonstrate a clear match to all initial criteria in the EMPLOYMENT HISTORY and SUMMARY OF EXPERIENCE SECTIONS of the application. Resumes will not be considered.

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