Texas Department of State Health Services · 13 hours ago
Administrative Assistant IV
Austin, TX
Full-time
Onsite
Entry, Mid Level
$3,248/mo - $4,042.58/mo
1+ years expTexas Department of State Health Services is dedicated to public health and is seeking an Administrative Assistant IV for the HIV Care and Medications Unit. This role involves providing advanced administrative support, coordinating internal tasks, managing records, and facilitating communication within the team.
Health Care
Responsibilities
Provides administrative and customer support relating to budget, personnel, and travel documents. Receives and distributes Division, Section, and Unit administrative assignments and tasks as appropriate. (30%)
Answers phone calls received by the HIV/STD Section. Screens and refers callers and visitors to appropriate staff. Responds and routes program inquiries according to specific guidelines and procedures. (30%)
Coordinates meetings, conferences, conference calls, and site visits organized or attended by Unit staff. Coordinates conference registration, reservations, pre-payment, and reimbursement processes at a state and federal level. Prepares packets and materials for conferences and presentations. Records, transcribes, distributes minutes, and coordinates completion of action items. (20%)
Serves as Records Coordinator for the team, working with assigned staff in the Unit to determine appropriate retention timeframe and document destruction processes. Develops and maintains filing, record-keeping, and records management systems. Performs general human resources duties to include interview scheduling, assembling New Employee Packet and Forms, completing and submitting new hire paperwork, and compiling and submitting access changes for existing staff. (15%)
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. (5%)
Qualification
Required
High school graduation or GED required
At least one year of customer service experience
Knowledge of English grammar, spelling, punctuation, and writing style
Knowledge of general office practice and administrative procedures
Knowledge of records management development and coordination
Skill in working effectively as a member of a team
Skill in maintaining files and record keeping
Skill in communicating information clearly, concisely, and effectively, both verbally and in writing
Skill in scheduling and coordinating meetings
Skill in word processing letters, memos, and forms
Skill in using computer and Microsoft office programs
Skill in operating office equipment such as copiers, scanners, and fax machines
Skill in telephone etiquette
Ability to work under deadline pressures
Ability to implement administrative procedures and to evaluate their effectiveness
Ability to exercise judgment in evaluating situations, making decisions, and effectively working through areas of conflict
Ability to organize and manage multiple and diverse tasks in an effective and efficient manner
Ability to establish and maintain effective working relationships with supervisors and co-workers
Preferred
Junior/community college/college coursework preferred
Experience with email, word processing, spreadsheet, and database programs, such as Word, Excel, Access, and Outlook, preferred
Benefits
Insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)
Company
Texas Department of State Health Services
Texas Department of State Health Services focuses on public health to promote and protect the health of Texans & their communities.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Carolyn Barrett
Senior Advisor to DSHS CFO
Christy Havel Burton
Chief Financial Officer
Recent News
San Francisco Chronicle
2025-10-14
MIT Technology Review
2025-09-13
Seattle TechFlash
2025-09-12
Company data provided by crunchbase