Administrative Assistant Job at Texas Department of State Health Services in Aus

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Overview

Location: Austin, TX

Posting Date: Sep 23, 2025

Closing Date: 10/23/2025

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.

Employment Details

• Functional Title: Administrative Assistant
• Job Title: Administrative Asst III
• Agency: Dept of State Health Services
• Department: Clinical Chem/Oth Med Scrning
• Posting Number: 9393
• Salary Range: $2,953.25 - $3,659.50
• Pay Frequency: Monthly
• Shift: Day
• Telework: Not Eligible for Telework
• Travel: Up to 5%
• Regular/Temporary: Regular
• Full Time/Part Time: Full time
• FLSA: Nonexempt
• Facility Location: Austin
• Job Location Address: 1100 W 49TH ST (DBGL)
• Other Locations: Austin

Responsibilities

• Under the supervision of the Biochemistry and Genetics Branch Manager, coordinates and performs Branch and Group administrative activities to achieve efficient administrative management of the Branch office. Duties include administrative support, technical program assistance, customer service, and assistance with special projects.
• Orders, enters requisitions, and receives supplies, equipment, and reagents. Files, photocopies, scans, maintains, and archives Branch and Group documents and records.
• Prepares, edits, and distributes correspondence, spreadsheets, documents, and reports. Serves as the Branch''s initial point of contact for both internal and external stakeholders.
• Serves as the Branch liaison for scheduling and setting up training, meetings, interviews, tours, and visits, and other special projects. Coordinates with Branch staff and ensures that critical administrative duties and assignments are completed.
• Attends Branch and Group staff meetings and prepares minutes when needed. May participate in interviewing, selecting, training, developing, and assigning administrative support staff. Works under general supervision, exercising professional knowledge, initiative, and independent judgment.

Essential Job Functions (EJFs)

• EJF1: Provides clerical and administrative support. Manages the administrative duties of the Biochemistry and Genetics Branch office. Enters, edits, and analyzes data for reports and charts. Performs photocopying, faxing, scanning, sorting, and binding of documents. Attends staff meetings and transcribes minutes when needed. Sets up meetings, training, interviews, visits, and tours. Greets and escorts visitors and applicants. Maintains telephone lists and schedules travel arrangements.
• EJF2: Provides customer services. Serves as the initial Branch point of contact for internal and external stakeholders. Answers telephones, follows up on voicemails, and routes calls. Interprets inquiries regarding rules, regulations, policies, and procedures. Routes technical inquiries to the appropriate laboratory team. Provides management with information about stakeholder needs.
• EJF3: Provides support for the purchasing process. Enters, submits, and tracks purchasing requisitions and related forms. Maintains office supply inventory and processes orders. Receives and distributes supplies, reagents, and equipment, ensuring items received are complete and correct. Maintains purchasing records.
• EJF4: Maintains a filing system of Branch documents. Organizes, files, and tracks records. Coordinates record retention and archives Branch records. Manages resources such as laptops and training materials. Updates and distributes Quality Management policies and procedures. Prepares correspondence and reports using MS Office.
• EJF5: Coordinates administrative personnel activities. Plans and directs Administrative Support staff. Maintains office workflow and scheduling. Participates in interviewing and training of administrative personnel. Develops policies and procedures for accurate communication between support and technical staff. Provides backup for Administrative Assistant II.
• EJF6: COOP and special projects. Serves as liaison for training and space coordination. Presents project updates and schedules training opportunities. Provides backup telephone support as needed. Supports disaster response and Continuity of Operations (COOP) activation and adheres to safety and regulatory guidelines.

Knowledge, Skills, And Abilities (KSAs)

• Knowledge of Department, Division, and Laboratory Services Section policies and procedures.
• Knowledge of English grammar and spelling; basic medical terminology.
• Knowledge of modern office practices and procedures; proficiency with MS Office.
• Ability to manage branches’ administrative personnel; prioritize work; make technical decisions; meet deadlines.
• Strong communication and interpersonal skills; ability to interact with diverse stakeholders.
• Ability to learn and adapt computer programs; typing speed of 55 wpm preferred.
• Ability to work with minimal supervision and exercise independent judgment.

Qualifications

• Initial Screening Criteria: A high school diploma is required; higher education is preferred.
• Additional Information: Two years of Administrative job experience is required.
• Registrations, Licensure, Or Certifications: N/A

ADA Accommodations

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. For assistance completing the online application, contact the HHS Employee Service Center.