Asset Management Administrative Assistant

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Functional Title: Asset Management Administrative Assistant

Job Title: Administrative Asst IV

Agency: Health & Human Services Comm

Department: ASSET MANAGEMENT

Posting Number: 20937

Closing Date: 09/17/2026

Posting Audience: Internal and External

Occupational Category: Business and Financial Operations

Salary Range: $3,248.00 - $4,837.08

Pay Frequency: Monthly

Salary Group: TEXAS-A-15

Shift: Day

Additional Shift:

Telework: Eligible for Telework

Travel: Up to 15%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Exempt

Facility Location:

Job Location City: AUSTIN

Job Location Address: 4601 W GUADALUPE ST

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

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Brief Job Description:

Performs advanced administrative support work for the Asset Management Office (AMO). Work involves disseminating information, preparing and editing correspondence and reports, maintaining filing and recordkeeping systems, coordinating schedules and travel, and providing guidance to others. Plans, organizes, and implements advanced administrative activities to support AMO operations. Works under limited supervision, with moderate latitude for the 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.

Performs advanced technical and administrative support work. Prepares and disseminates information regarding agency asset management programs and procedures. Provides administrative support to the Asset Management Office and its directors. Tracks AMO program administrative assignments and monitors AMO internal and external program correspondence. Prepares, develops, reviews, edits, and distributes business documents for internal and external asset management stakeholder review and assists in compiling responses through all levels of authority. Ensures inquiries from internal and external asset management stakeholders are resolved promptly and accurately. Applies knowledge of human resources policies and procedures to advise directors on applicable human resources-related issues. Assists directors and AMO staff at all levels with day-to-day support operations. (25%)

Coordinates and prepares advanced leadership correspondence, asset management program progress reports, studies, and agency forms. Coordinates asset management programs work internally and with other organizational units, local, state, and federal agencies, and private organizations. Schedules, organizes, and coordinates appointments, meetings, conferences, and travel for the Asset Management Office. Coordinates travel arrangements, including travel authorization forms, flight reservations, rental cars, hotel accommodations, and tracking of the program's Central Billing Account (CBA) card. Coordinates and tracks required training for AMO employees, and asset management statewide roles as needed and as identified by directors. Creates, reviews, and edits documents requiring director's approval. Coordinates and updates point of contacts for internal and external asset management stakeholders. (25%)

Compiles and analyzes data, performs calculations, and prepares asset management program status and leadership reports to update leadership on key progress indicators for program goals and objectives. Compiles data for charts, graphs, databases, summaries, or reports. Develops or presents training materials and assists in preparing program-related manuals, business processes, desk review procedures, publications, and reports. Researches technical and policy issues and assists in implementing program goals, objectives, and planning activities. Serves as the lead administrative support position responsible for implementing goals and planning documents approved by directors and managers. Supports the program with requisition and purchase order entry and management. Queries budget and financial data and provides monthly updates to support accurate budget and financial reports for directors. Provides backup support to other AMO department staff as needed. Performs related work as assigned. (20%)

Answers and routes telephone calls and assists visitors in a professional manner. Responds to internal and external inquiries regarding technical programs and administrative regulations, policies, and procedures. Provides timely and accurate responses to inquiries. (15%)

Maintains, organizes, and files correspondence, records, and related documentation, including records that are confidential in nature. Safeguards confidential material in accordance with records management guidelines. Develops administrative policies and procedures as needed. (15%)

Knowledge, Skills, and Abilities (KSAs):

Knowledge of office practices and administrative procedures; of business terminology, spelling, punctuation, grammar, and records management practices; and of agency programs, policies, procedures, rules, and regulations.

Skill in preparing, reviewing, editing, and distributing correspondence, reports, forms, and other business documents; in maintaining filing and recordkeeping systems; in compiling and analyzing data; in using office equipment and applicable computer software; and in providing customer service to internal and external stakeholders.

Ability to coordinate administrative activities; to maintain schedules and calendars; to organize work and manage multiple priorities; to interpret and apply policies and procedures; to communicate effectively; to handle confidential information; to provide guidance to others; and to work under limited supervision, with moderate latitude for the use of initiative and independent judgment.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Experience in clerical or administrative support work.

Graduation from a standard senior high school or equivalent is preferred but not required. Experience and education may be substituted for one another.

Experience with computers and Microsoft Office software

Additional Information:

Position involves repetitious lifting, pulling, pushing, carrying, grasping, prolong sitting, finger/manual dexterity, excessive noise environments, vision and hearing to perform job functions.

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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.