Administrative Assistant IV

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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.

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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