Administrative Assistant

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Functional Title: Administrative Assistant

Job Title: Administrative Asst III

Agency: Health & Human Services Comm

Department: Pharmacy Benefits Mgmt MMIS

Posting Number: 21255

Closing Date: 09/23/2026

Posting Audience: Internal and External

Occupational Category: Office and Administrative Support

Salary Range: $2,953.25 - $4,100.00

Pay Frequency: Monthly

Salary Group: TEXAS-A-13

Shift: Day

Additional Shift:

Telework:

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location:

Job Location City: AUSTIN

Job Location Address: 701 W 51ST 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 Administrative Assistant III reports to the Associate Commissioner for the Vendor Drug Program (VDP) with Medicaid/CHIP and performs advanced professional and technical assistance duties. Activities involve a variety of management and administrative activities and assistance, such as: planning, developing, coordinating, and monitoring administrative activities for the Vendor Drug Program; policy and procedure interpretation, performs administrative and staff support functions for VDP staff; develops and distributes various documents and reports; makes travel arrangements, processes purchase requests and assists in budget preparation and monitoring, processes travel vouchers. Responds and/or facilitates the response to various inquiries from stakeholders; provides technical guidance and advice on administrative matters; communicates administrative policies, procedures, standards, and methods to staff. Work is performed with moderate supervision, with latitude for initiative and independent judgment.

Essential Job Functions

This position provides administrative and technical assistance support to the Associate Commissioner for the Vendor Drug Program; administrative support to all staff in the Vendor Drug Program. Interprets incoming assignments and delegates to staff, on behalf of the Associate Commissioner. Monitors assignments, produces deliverables, and follows-up with staff to ensure timely completion. This position prepares notices or agendas for meetings; assists with general human resource management actions; and performs related work as assigned. Responds to policy, process, and procedure inquiries by phone and email, utilizing knowledge of the agency and system policies and procedures. Interpret policies and procedures and make administrative support and business-related decisions regarding program assignments in collaboration with the Deputy Associate Commissioner. (30%)

This position is responsible for purchasing supplies, coordinating IT and telecom requests and services for new and existing staff; opening, sorting, and distributing incoming correspondence; submitting badge requests; providing inventory support; and daily office support functions. Develops administrative policy and procedures; assists in the planning or preparation of correspondence, reports, and presentations; composes and prepares emails, correspondence, presentations, etc. using Microsoft Suite products (e.g., Outlook, Word, Excel, PowerPoint, Visio, SharePoint, and Teams); assists in interpreting policies and procedures and making administrative decisions as appropriate; communicates agency objectives, tasks, and decisions to staff on behalf of the Director; (20%)

Schedules air and ground travel arrangements (in-state/out-of-state), hotel reservations, and prepares itineraries for the Vendor Drug Associate Commissioner, Directors, and Drug Utilization Board members; monitors and assists in preparing budget to ensure funds available for travel and purchases; prepares and submits travel vouchers for reimbursement; orders supplies and purchases as needed; tracks and provides reports as requested on budgets, expenditures and other administrative services within division; and reconciles and processes monthly credit card expenditure reports. Processes, tracks, monitors, and reports on HHS facility orders as needed. (20%)

Develops and maintains program record keeping, filing, and records management systems. Serves as contact for agency Records Coordinator. Develops and maintains paper and electronic files in a standard format easily accessible to VDP staff. Maintains record keeping as required by HHSC and the Texas State Library. (15%)

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. (15%)

Knowledge Skills Abilities:

Knowledge of:

• Office management principles, practices, and administrative procedures;
• HHSC policies, procedures, and organizational processes;
• Applicable legislative, legal, regulatory, and policy requirements that impact the agency's mission and office operations;
• Proper handling, protection, and dissemination of confidential information;

Skills in:

• Communicating effectively, both verbally and in writing;
• Using computers and related office equipment;
• Using Microsoft Office Suite or equivalent software, including word processing, spreadsheet, database, and presentation applications;
• Organizing and prioritizing assignments;
• Developing work plans and coordinating administrative assignments;
• Preparing concise reports, summaries, documents, and other publications;
• Preparing purchase requisitions, purchase vouchers, and travel documents;
• Analyzing and resolving work-related problems;

Ability to:

• Interpret policies and procedures and apply sound judgment to reach reasonable conclusions;
• Make decisions and take initiative;
• Work independently with minimal supervision;
• Meet strict deadlines;
• Build and maintain effective working relationships;
• Handle high-level administrative issues;
• Communicate effectively with staff, departments, officials, agencies, organizations, and the public;
• Work effectively in an environment of change;

Registration or Licensure Requirements:

None.

Initial Selection Criteria:

Required

• At least one-year administrative support experience in an office, business, government, or professional setting;
• Strong writing skills as demonstrated by grammatical accuracy and overall written presentation of job application.
• Experience prioritizing and completing multiple tasks within tight deadlines;
• High School diploma or General Education Development (GED).

Preferred

• Experience providing administrative support to executive or senior-level management.
• Completion of a business, office administration, administrative support, or related certificate program;
• Some college coursework in business administration, public administration, office administration, communications, or a related field.

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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 Auditors 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.