What are the responsibilities and job description for the Administrative Assistant IV position at Texas Department of State Health Services?
Date: Mar 18, 2026
Location:
HOUSTON, 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 Assistant IVJob Title: Administrative Asst IVAgency: Dept of State Health ServicesDepartment: Region 6/5Posting Number: 14802Closing Date: 09/16/2026Posting Audience: Internal and ExternalOccupational Category: Office and Administrative SupportSalary Range: $3,248.00 - $4,837.08Pay Frequency: Monthly
Salary Group: TEXAS-A-15Shift: Day
Additional Shift
Telework:
Travel
Regular/Temporary: RegularFull Time/Part Time: Full timeFLSA Exempt/Non-Exempt: NonexemptFacility Location: Job Location City: HOUSTONJob Location Address: 5425 POLK STOther 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 Administrative Assistant IV in the Region 6/5S Office of the Directors works under the supervision of the Deputy Regional Director (DRD) and the team leader for the position is the Staff Services Officer. The Administrative Assistant IV performs complex administrative support for executive staff within the Office. The OOD includes the Regional Medical Director, Deputy Regional Director, Budget Analysts, Communicable Disease Program Manager, Epidemiology Manager, and Communications Specialist. As part of the OOD Administrative Team, this position holds the primary responsibility for managing the DRD hiring process, scheduling interviews, and coordinating on-boarding for the DRD and others as assigned. The position keeps the DRD calendar, schedules meetings and assists with travel. This position also provides primary support for the financial, inventory control, vehicle maintenance and records retention activities of the OOD. In addition to the primary responsibilities, the Administrative Assistant IV shares the activities of Regional Receptionist and Staff Services Officer when needed. The Administrative Assistant IV performs work in complex software applications, including entering purchase requisitions and customer contact/complaint system. Works under general supervision with moderate latitude for the use of initiative and independent judgement.
Essential Job Functions
ADMINISTRATIVE SUPPORT
Provides complex administrative support to the Office of the Directors with primary responibility for DRD and Finance Team. Prepares New Employee HR/IT Documents for RMD/DRD direct reports. Prepares and schedules interviews for DRD (prepare and schedule) Monitors Interviews-In-person in-baskets for RMD/DRD and their direct reports to assure integrity. Uses Microsoft Office software. Resposnible for CAFM- LOC Duties for Suite 420 and complex CAFMs for region. Maintains and tracks inventory. Oversees records retention and tracks regional accomplishments. Responsible for travel for DRD. 45%
BUDGET AND FINANCE SUPPORT
Assists with budget preparation. Makes bank deposits. Enters Requisitions/Receiving, process AM04 Admin assigned to enter a req. completes process through Am04. Handles procard purchases. 40%
VEHICLES
Ensures vehicles are inspected, maintained and repaired in a timely manner. 5%
CUSTOMER SERVICE
As primary back up for the Regional Receptionist and part of the OOD Administrative Team shares the following duties when Regional Receptionist is away: Greets visitors. Answers and routes incoming calls. Responds to requests for information about public health programs and services orally and in writing. Collects information about and provides referrals for community resources. Accepts packages. Receives and documents complaints, assigning them for follow-up to the appropriate program manager. Uses the HEART system to document complaints and their resolution. Works with team lead to assure switchboard relief. 5%
Other Duties As Assigned
Performs other duties as assigned. Actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations activation. Such participation may require an alternate shift pattern assignment and/or location. Safe operation of a state-owned, rental or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy and standards developed by the Texas Department of Public Safety. Complies with the DSHS Immunization Policy. 5%
Knowledge Of
Knowledge, Skills and Abilities (KSAs):
Local, State, or Federal agency policies, procedures, and administrative guidelines; accepted business practices, records management, and administrative guidelines; data protection and security guidelines
Skill in: use of microsoft office suite and capability to learn CRM systems and communication platforms; superior verbal and written communication including drafting reports and memos and handling correspondence; scheduling meeting coordination and complex travel arrangements; proofreading for accuravy, preparing presentations and managing records
Ability to: manage sensitive information with discretion; handle politically sensitive issues with diplomacy and skill; manage multiplepriorities in a fast pacedenvironment and handle multiple competing demands; build relationships with and provide support to high level officials; staff and the public; ability to anticipate challengesand make sound decisions under pressure; ability to adjust to changing prioroties rapidly
Registrations, Licensure Requirements Or Certifications
N/A
Initial Screening Criteria
High School Diploma or equivalent; Associate's Degree Preferred
Experience in professional office management practices and administrative procedures (3 years)
Experience with budgets and purchasing (2 years)
Additional Information
Applicant will be required to complete an in-basket exercise prior to oral interview
In compliance with DSHS Immunization Policy, you must provide documented serologic evidence of immunity to, or documented evidence of vaccination against measles, mumps, rubella, varicella (chickenpox), Tdap, influenza, (and hepatitis B if applicable).
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 HHSServiceCenter.Applications@ngahrhosting.com.
Salary Information, Pre-employment Checks, And Work Eligibility
Location:
HOUSTON, 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 Assistant IVJob Title: Administrative Asst IVAgency: Dept of State Health ServicesDepartment: Region 6/5Posting Number: 14802Closing Date: 09/16/2026Posting Audience: Internal and ExternalOccupational Category: Office and Administrative SupportSalary Range: $3,248.00 - $4,837.08Pay Frequency: Monthly
Salary Group: TEXAS-A-15Shift: Day
Additional Shift
Telework:
Travel
Regular/Temporary: RegularFull Time/Part Time: Full timeFLSA Exempt/Non-Exempt: NonexemptFacility Location: Job Location City: HOUSTONJob Location Address: 5425 POLK STOther 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 Administrative Assistant IV in the Region 6/5S Office of the Directors works under the supervision of the Deputy Regional Director (DRD) and the team leader for the position is the Staff Services Officer. The Administrative Assistant IV performs complex administrative support for executive staff within the Office. The OOD includes the Regional Medical Director, Deputy Regional Director, Budget Analysts, Communicable Disease Program Manager, Epidemiology Manager, and Communications Specialist. As part of the OOD Administrative Team, this position holds the primary responsibility for managing the DRD hiring process, scheduling interviews, and coordinating on-boarding for the DRD and others as assigned. The position keeps the DRD calendar, schedules meetings and assists with travel. This position also provides primary support for the financial, inventory control, vehicle maintenance and records retention activities of the OOD. In addition to the primary responsibilities, the Administrative Assistant IV shares the activities of Regional Receptionist and Staff Services Officer when needed. The Administrative Assistant IV performs work in complex software applications, including entering purchase requisitions and customer contact/complaint system. Works under general supervision with moderate latitude for the use of initiative and independent judgement.
Essential Job Functions
ADMINISTRATIVE SUPPORT
Provides complex administrative support to the Office of the Directors with primary responibility for DRD and Finance Team. Prepares New Employee HR/IT Documents for RMD/DRD direct reports. Prepares and schedules interviews for DRD (prepare and schedule) Monitors Interviews-In-person in-baskets for RMD/DRD and their direct reports to assure integrity. Uses Microsoft Office software. Resposnible for CAFM- LOC Duties for Suite 420 and complex CAFMs for region. Maintains and tracks inventory. Oversees records retention and tracks regional accomplishments. Responsible for travel for DRD. 45%
BUDGET AND FINANCE SUPPORT
Assists with budget preparation. Makes bank deposits. Enters Requisitions/Receiving, process AM04 Admin assigned to enter a req. completes process through Am04. Handles procard purchases. 40%
VEHICLES
Ensures vehicles are inspected, maintained and repaired in a timely manner. 5%
CUSTOMER SERVICE
As primary back up for the Regional Receptionist and part of the OOD Administrative Team shares the following duties when Regional Receptionist is away: Greets visitors. Answers and routes incoming calls. Responds to requests for information about public health programs and services orally and in writing. Collects information about and provides referrals for community resources. Accepts packages. Receives and documents complaints, assigning them for follow-up to the appropriate program manager. Uses the HEART system to document complaints and their resolution. Works with team lead to assure switchboard relief. 5%
Other Duties As Assigned
Performs other duties as assigned. Actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations activation. Such participation may require an alternate shift pattern assignment and/or location. Safe operation of a state-owned, rental or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy and standards developed by the Texas Department of Public Safety. Complies with the DSHS Immunization Policy. 5%
Knowledge Of
Knowledge, Skills and Abilities (KSAs):
Local, State, or Federal agency policies, procedures, and administrative guidelines; accepted business practices, records management, and administrative guidelines; data protection and security guidelines
Skill in: use of microsoft office suite and capability to learn CRM systems and communication platforms; superior verbal and written communication including drafting reports and memos and handling correspondence; scheduling meeting coordination and complex travel arrangements; proofreading for accuravy, preparing presentations and managing records
Ability to: manage sensitive information with discretion; handle politically sensitive issues with diplomacy and skill; manage multiplepriorities in a fast pacedenvironment and handle multiple competing demands; build relationships with and provide support to high level officials; staff and the public; ability to anticipate challengesand make sound decisions under pressure; ability to adjust to changing prioroties rapidly
Registrations, Licensure Requirements Or Certifications
N/A
Initial Screening Criteria
High School Diploma or equivalent; Associate's Degree Preferred
Experience in professional office management practices and administrative procedures (3 years)
Experience with budgets and purchasing (2 years)
Additional Information
Applicant will be required to complete an in-basket exercise prior to oral interview
In compliance with DSHS Immunization Policy, you must provide documented serologic evidence of immunity to, or documented evidence of vaccination against measles, mumps, rubella, varicella (chickenpox), Tdap, influenza, (and hepatitis B if applicable).
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 HHSServiceCenter.Applications@ngahrhosting.com.
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
Salary : $3,248 - $4,837