HR Administrative Assistant

Date: Apr 28, 2025

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: HR Administrative Assistant

Job Title: Administrative Assistant V

Agency: Health & Human Services Comm

Department: HR STAFF

Posting Number: 5171

Closing Date: 05/12/2025

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Group: TEXAS-A-17

Salary Range: $3,581.33 - $4,000.00

Shift: Day

Additional Shift: Days (First)

Telework: Eligible for Telework

Travel: Up to 5%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location:

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

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Brief Job Description

The Human Resources Administrative Assistant (Administrative Assistant V) provides advanced administrative support work for Health and Human Services Human Resources. This position serves as a key point of contact for internal and external general HR inquiries; manages departmental logistics; ensures the smooth execution of HR administrative programs and processes; responds to HR general mailboxes; coordinates internal HR meetings and travel; supports new hire and off boarding activities; maintains HR resources and SharePoint content; assists with report preparation; manages HR procurements; and assists with HR internal and external event preparation.

This position works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the HR Employee Programs Manager.

Essential Job Functions (EJFs)

Provides front-line HR support, answers the HR department’s mainline and monitors designated HR mailboxes, offering timely and accurate responses, guidance, and information to employees and external partners. (30%)

Assists in the administrative functions of HR programs such as tuition reimbursement, new hire information technology and access, and coordinating off-boarding needs for terminated HR staff. (20%)

Coordinates administrative operations, submits IT tickets and work orders on behalf of HR staff, enters purchasing requisitions, manages incoming and outgoing mail, maintains and orders office supplies and departmental materials, and disseminates HR-related correspondence and procedural updates. (10%)

Schedules meetings, reserves conference rooms, coordinates room setup, and manages travel arrangements for HR personnel. (10%)

Updates and manages HR department resources including organizational charts, contact lists, SharePoint site content, HR communication archives, and other general reference materials. (10%)

Prepares and compiles presentation materials, assists with monthly HR All Staff Meetings, organizes monthly HR metrics, and serves as the HR primary floor safety monitor for the NAC. (10%)

Provides backup administrative support coverage for the Human Resources Specialist. (10%)

Knowledge Of

Knowledge, Skills and Abilities (KSAs):

• Policies, functions and operations of HHS agencies and HHS HR or governmental and other large organizational entities.
• Human resources programs.
• Purchasing activities.
• Office management principles, practices, and procedures.
  
  

Skill In

• The use of standard office equipment and software.
• Written and verbal communication.
• Organizing files and spreadsheets.
• Building and maintaining effective working relationships.
• Planning and organizing activities.
• Microsoft Office Suite and HR-related software applications.
• Scheduling and coordinating meetings.
  
  

Ability To

• Communicate effectively.
• Implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.
• Provide guidance to others.
• Learn and evaluate the effectiveness of new administrative systems and procedures.
• Maintain strict confidentiality and appropriately handle sensitive information.
• Perform work with a high degree of attention to detail.
• Work under pressure and meet deadlines.
• Assess and balance competing priorities.
• Work on multiple assignments concurrently.
• Interpret and compile data.
• Explain policies and procedures to staff and the public.
• Provide concise, accurate guidance.
• Demonstrate professionalism, confidence and diplomacy.
• Manage conflict and model ethical behavior.
• Make travel arrangements.
• Work a regular work week schedule.
• Assist multiple program areas.
  
  

Registrations, Licensure Requirements Or Certifications

N/A

Initial Screening Criteria

• Graduation from accredited high school or equivalent.
• Experience in an administrative or HR support role.
• Experience showing advancement to progressively more responsible administrative or HR support roles preferred.
• Experience working with Centralized Accounting and Payroll/Personnel System (CAPPS), state e-travel and purchasing system, or related HR/payroll administration software preferred.
• Government or state HR experience preferred.
  
  

Additional Information

This position is currently working a hybrid telework schedule that includes three days a week on-site in Austin. Telework schedules are subject to change.

Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and follow HHSC starting salary guidelines.

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 on-line 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