Open Records Administrative Assistant

Texas Health and Human Services; Austin (TX); Hybrid; USD 43,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Pension plan

Generous time off

Career advancement

Telework eligible

Job summary

Texas Health and Human Services Commission in Austin seeks an Open Records Administrative Assistant to support the Open Records and Data Governance Department. You will perform senior-level administrative tasks and provide technical assistance to program staff under limited supervision.

This role manages the Open Records mailbox, coordinates with internal and external stakeholders, drafts communications, and handles calendar and meeting logistics. Telework may be available in certain assignments.

Qualifications

• High school diploma or GED required; coursework preferred.
• At least 1 year of administrative support experience.
• Experience using Microsoft Office Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Manages the Open Records mailbox and portal, processes PIA requests, and tracks workflow.
• Communicates with stakeholders and the public regarding Open Records requests; provides technical assistance.
• Provides administrative support: mail, faxes, correspondence, and meeting coordination.
• Performs other duties to meet supervisor expectations and deadlines.

Skills

Microsoft Outlook

Time management

Communication skills

Documentation

Data entry

Microsoft Word

Excel

PowerPoint

Editing

Report generation

Education

High school diploma or GED

Junior/Community college coursework preferred

Tools

Microsoft Office Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Date: Aug 7, 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: Open Records Administrative Assistant Job Title: Administrative Assistant V Agency: Health & Human Services Comm Department: LSD Policy Dir Posting Number: 19534 Closing Date: 08/21/2026 Posting Audience: Internal and External Occupational Category: Office and Administrative Support Salary Range: $3,581.33 - $4,476.83 Pay Frequency: Monthly

Salary Group: TEXAS-A-17 Shift: Day Telework: Eligible for Telework Travel: Up to 10% Regular/Temporary: Regular Full Time/Part Time: Full time FLSA Exempt/Non-Exempt: Nonexempt

Job Location City: AUSTIN Job Location Address: 4601 W GUADALUPE ST 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

The Health and Human Services system (HHS) is hiring administrative assistants to join the Open Records and Data Governance Department (ORDG) in the Legal Services Division of the HHS Office of Chief Counsel (OCC). The Open Records team is responsible for supporting the HHS agencies' compliance with the Texas Public Information Act (PIA).

These positions will provide advanced (senior-level) administrative support to the Open Records team of ORDG and technical assistance to HHS program staff, working under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs)

• Manages the Open Records mailbox and portal. This includes, but is not limited to, reviewing and entering PIA requests into portal, ensuring workflow of requests, and assisting Open Records staff with mailbox and portal issues. (50%)
• Communicates with internal and external stakeholders and the public regarding Open Records requests, both orally and in writing. Provides highly complex technical assistance and consultation regarding Open Records portal. Provides oral and written customer service, answers HHS program questions, and provides information related to the Open Records process. (20%)
• Provides administrative support to the Open Records team, including processing mail and faxes, preparing correspondence, and coordinating and scheduling meetings. (20%)
• Perform other duties as assigned to ensure services are provided within time frames and minimum standards established by supervisor at the time of the assignments. Obtains supervisor clarification and assistance as needed to complete task. (10%)

Knowledge, Skills And Abilities (KSAs)

• Knowledge of state and federal laws and regulations related to Open Records, preferred.
• Knowledge of HHSC programs, preferred.
• Knowledge of office practices and administrative procedures.
• Knowledge of state travel, purchasing, and special software processes.
• Skill in organizing, supporting, coordinating,facilitating, and monitoring various activities of diverse individuals and/or groups and teams.
• Skill in time management, organizing workloads, and setting priorities to meet deadlines.
• Highly skilled in email, e.g., Outlook, and calendar software functions.
• Skill in searching the Internet for information.
• Skill in constructing and maintaining databases and spreadsheets.
• Skill in constructing, proofing, editing, formatting, and maintaining documents and spreadsheets.
• Skill in organizing information and developing reports, training materials and presentations using word processing and other software (MS Word, PowerPoint, Excel).
• Skill in communicating information clearly, concisely, and effectively, both verbally and in writing.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to interpret and apply agency rules, regulations, policies, and procedures.
• Ability to prioritize workload with little or no supervision.
• Ability to work under deadline pressures and cope well in stressful environments.
• Ability to write clearly and concisely with minimal grammar, spelling, punctuation, and formatting errors.
• Ability to communicate effectively within the agency and with the public.
• Ability to implement administrative procedures and to evaluate their effectiveness.
• Ability to exercise judgment and critical thinking in evaluating situations, making decisions, and effectively working through areas of conflict.
• Ability to establish and maintain effective working relationships with supervisors and co-workers.

Registrations, Licensure Requirements Or Certifications

• None required.

Initial Screening Criteria

• High school graduation or GED. Junior/community college/college coursework preferred.
• At least 1 year of experience providing administrative support to multiple staff.
• Experience in maintaining records, files or logs; including filing, retrieving, or purging.
• Experience using Microsoft Office Outlook, Word, Excel, and PowerPoint.
• 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 online 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