Preparedness and Response Admin Assistant

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.

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Functional Title: Preparedness and Response Admin Assistant 
Job Title: Administrative Asst II 
Agency: Dept of State Health Services 
Department: Region 1 
Posting Number: 18171 
Closing Date: 07/20/2026 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Range: $2,694.33 - $3,800.00 
Pay Frequency: Monthly
Salary Group: TEXAS-A-11 
Shift: Day 
Additional Shift:  
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: LUBBOCK 
Job Location Address: 6302 IOLA AVE 
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 
YN,YNS 
 
 

Brief Job Description:

Under the direct supervision of the Texas Department of State Health Services (DSHS) Public Health Region 1 (PHR 1) Manager IV for Public Health Preparedness and Epidemiology, the Administrative Assistant II position provides highly responsible administrative support and technical assistance for the Preparedness and Response Program and Epidemiology Program.  This position performs administrative support duties for Program Manager and staff which includes, but not limited to:

•       Maintaining files

•       Tracking programs’ expenditures and providing financial reports

•       Assisting with purchase of goods and services

•       Assisting with asset management

•       Collecting/maintaining/storing public health partners contact information in various systems and formats

•       Answering phones and processing mail

•       Completing other duties as assigned

Work assignments are accomplished under moderate supervision with latitude for use of initiative and independent judgment

Essential Job Functions (EJFs):

• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Safe operation of either a state-owned vehicle or personal vehicle is required to conduct state business, and an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety.
• Administrative: Manages and maintains paper and electronic filing systems and assures that files contain appropriate information and are stored properly.  Prepares documents for record storage and/or destruction according to State Records Retention procedures.  Responds to open records requests according to State Open Records Act.  Coordinates meetings and schedules conference rooms.  Takes and prepares meeting minutes.   Collects and distributes incoming correspondence, processes special mail, and logs incoming and outgoing mail as required. 40%
• Contact Database Management: Responsible for maintaining contact databases for the program.  Databases will include contact information pertinent to both the epidemiology and the preparedness programs.  Databases will include multiple contact points for each individual and will be used to provide the program with emergency contact information as well as email and postal addresses for each individual.  Databases will be maintained in electronic format as well as hard copy in some cases.  Position will be responsible for maintaining/updating contacts on a regular basis and sharing with appropriate individuals on a regular and as needed basis. 25%
• Purchasing and Receiving:  Works with fellow section staff in the development of PRF’s for purchases.  Reviews all PRF’s produced by section for completeness and accuracy and forwards to appropriate staff according to section and regional processes.  Works closely with Program Specialist IV in Lubbock office to ensure fund availability and appropriateness of purchases. 10%
• Financial: Responsible for maintaining the section expenditure register to include: entering line items, tracking expenditures, and reconciling.  Provides financial reports to the Program Manager as requested. 10%
• Asset Management: Maintains asset management database for the program following region’s asset management rules and procedures.  Ensures assets are properly assigned and work with fellow section staff and the regional asset manager to effectively record and update as needed all assets held by the program. 10%
• Performs other duties as assigned.  Duties may include: Checks program equipment in and out.  Works cooperatively to cross-train with other region support staff to perform necessary tasks for continuous support.  Provides backup switchboard support.  This position may serve in various emergency roles to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP). Such participation may require an alternate shift pattern assignment and/or location. 5%

Must possess a valid Class C Texas driver’s license, or equivalent license from another state.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of State of Texas purchasing procedures
• Knowledge of State of Texas travel procedures and publication requirements
• Knowledge of Medical Terminology
• Skill in verbal and written communication
• Skill in answering phones in an office environment
• Skill in filing, organization, and prioritization
• Skill in data entry
• Skill in documenting/monitoring financial transactions
• Skill in typing and proofreading
• Skill in using printers, copiers, fax machines, electronic mail, and computers
• Skill in use of Microsoft Office (Word, Outlook, Excel, PowerPoint, Teams, Internet search engines
• Skill in tracking assignments, projects and other activities of program personnel
• Ability to compose and/or proof correspondence letters/emails with use of appropriate grammar, spelling, and writing style
• Ability to understand and follow instructions and office procedures both verbally and in written form
• Ability to work independently with minimal supervision
• Ability to work with the public
• Ability to work in a “team” environment: establish, maintain, and foster excellent working relationships
• Ability to move boxes and supplies weighing up to 25 lbs.
• Ability to take meeting minutes and transcribe the minutes

Registrations, Licensure Requirements or Certifications:

Must possess a valid Class C Texas driver’s license, or equivalent license from another state.

Initial Screening Criteria:

• Two years’ experience in working in an office environment. Required.
• Experience in documenting/monitoring financial transactions. Required.
• Experience in using Microsoft Office, including Word, Outlook, Excel, PowerPoint, Teams, Internet search engines. Required.
• Experience in data entry. Required.
• Experience in tracking assignments, projects and other activities of program personnel. Required.
• Experience in composing and/or proofreading correspondence letters/emails with use of appropriate grammar, spelling, and writing style. Required.
• Experience in State of Texas purchasing procedures. Preferred.
• Experience in State of Texas travel procedures. Preferred.

Additional Information:

This position requires transportation to/from headquarters. Transportation is not provided. This position requires operation of a personal or state motor vehicle in performance of official duties. A valid driver’s license must be provided prior to employment. A valid State of Texas Driver’s License must be obtained within 90 days of Texas residency. Driving records will be reviewed prior to employment.

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