What are the responsibilities and job description for the Administrative Assistant IV position at Texas Department of State Health Services?
Date: Jan 27, 2026
Location:
AUSTIN, 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 IV
Job Title: Administrative Asst IV
Agency: Dept of State Health Services
Department: HIV Care Unit
Posting Number: 12983
Closing Date: 04/27/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Group: TEXAS-A-15
Salary Range: $3,248.00 - $4,042.58
Pay Frequency: Monthly
Shift: Day
Additional Shift
Telework: Not 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: 201 W HOWARD LN STE 200
Other Locations: Austin
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 HIV Care and Medications Unit (Unit) performs advanced administrative support and technical program assistance work for staff within the Unit, which includes the Medication Data and Analysis Group, HIV Care Services Group, and Texas HIV Medication Group. This position coordinates complex internal administrative support and assistance work. Develops, coordinates, and maintains filing, record management, and routing systems for the team. Receives and distributes administrative assignments and tasks to team members and other appropriate staff. Answers phones, directs calls and greets visitors. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the Unit Director with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions (EJFs)
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%)
Knowledge, Skills And Abilities (KSAs)
[List the key KSAs, grouped by type.]
Knowledge of: English grammar, spelling, punctuation, and writing style; general office practice and administrative procedures; and records management development and coordination.
Skill in: working effectively as a member of a team; maintaining files and record keeping; communicating information clearly, concisely, and effectively, both verbally and in writing; scheduling and coordinating meetings; word processing letters, memos, and forms; using computer and Microsoft office programs; operating office equipment such as copiers, scanners, and fax machines; and telephone etiquette.
Ability to: work under deadline pressures; implement administrative procedures and to evaluate their effectiveness; exercise judgment in evaluating situations, making decisions, and effectively working through areas of conflict; organize and manage multiple and diverse tasks in an effective and efficient manner; and establish and maintain effective working relationships with supervisors and co-workers.
Registrations, Licensure Requirements Or Certifications
N/A
Initial Screening Criteria
High school graduation or GED required. Junior/community college/college coursework preferred.
At least one year of customer service experience.
Experience with email, word processing, spreadsheet, and database programs, such as Word, Excel, Access, and Outlook, preferred.
Additional Information
Position is onsite in Austin with a work schedule of 8:00 - 5:00 Monday through Friday.
Must be able to move at least 25lbs, e.g., copy paper boxes, chairs, and conference room tables with or without accommodations.
Information on the application must clearly state how the applicant meets the initial selection criteria in the summary of the experience of the application. Resumes will not be accepted in lieu of an application.
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:
AUSTIN, 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 IV
Job Title: Administrative Asst IV
Agency: Dept of State Health Services
Department: HIV Care Unit
Posting Number: 12983
Closing Date: 04/27/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Group: TEXAS-A-15
Salary Range: $3,248.00 - $4,042.58
Pay Frequency: Monthly
Shift: Day
Additional Shift
Telework: Not 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: 201 W HOWARD LN STE 200
Other Locations: Austin
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 HIV Care and Medications Unit (Unit) performs advanced administrative support and technical program assistance work for staff within the Unit, which includes the Medication Data and Analysis Group, HIV Care Services Group, and Texas HIV Medication Group. This position coordinates complex internal administrative support and assistance work. Develops, coordinates, and maintains filing, record management, and routing systems for the team. Receives and distributes administrative assignments and tasks to team members and other appropriate staff. Answers phones, directs calls and greets visitors. The position requires tact, diplomacy and planning to accomplish assignments independently and is performed under limited supervision of the Unit Director with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions (EJFs)
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%)
Knowledge, Skills And Abilities (KSAs)
[List the key KSAs, grouped by type.]
Knowledge of: English grammar, spelling, punctuation, and writing style; general office practice and administrative procedures; and records management development and coordination.
Skill in: working effectively as a member of a team; maintaining files and record keeping; communicating information clearly, concisely, and effectively, both verbally and in writing; scheduling and coordinating meetings; word processing letters, memos, and forms; using computer and Microsoft office programs; operating office equipment such as copiers, scanners, and fax machines; and telephone etiquette.
Ability to: work under deadline pressures; implement administrative procedures and to evaluate their effectiveness; exercise judgment in evaluating situations, making decisions, and effectively working through areas of conflict; organize and manage multiple and diverse tasks in an effective and efficient manner; and establish and maintain effective working relationships with supervisors and co-workers.
Registrations, Licensure Requirements Or Certifications
N/A
Initial Screening Criteria
High school graduation or GED required. Junior/community college/college coursework preferred.
At least one year of customer service experience.
Experience with email, word processing, spreadsheet, and database programs, such as Word, Excel, Access, and Outlook, preferred.
Additional Information
Position is onsite in Austin with a work schedule of 8:00 - 5:00 Monday through Friday.
Must be able to move at least 25lbs, e.g., copy paper boxes, chairs, and conference room tables with or without accommodations.
Information on the application must clearly state how the applicant meets the initial selection criteria in the summary of the experience of the application. Resumes will not be accepted in lieu of an application.
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 - $4,043