Administrative Assistant Job Listing at Texas Health and Human Services in Austin, TX (Job ID 15069-en_US)

Description

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: Administrative Assistant 
Job Title: Administrative Asst III 
Agency: Health & Human Services Comm 
Department: MC Prog Supp and Interest Mgmt 
Posting Number: 15069 
Closing Date: 04/01/2026 
Posting Audience: Internal and External 
Occupational Category: Community and Social Services 
Salary Range: $2,953.25 - $3,900.00 
Pay Frequency: Monthly
Salary Group: TEXAS-A-13 
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: 4601 W GUADALUPE 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 
YN,YNS 
 
 

Job Description:

The Texas Health and Human Services Commission (HHSC) Medicaid CHIP Services (MCS) department seeks a highly qualified candidate to fill the position of Administrative Assistant III in the Interest List Management (ILM) Unit. Under the supervision of the Interest List Management Supervisor. The position performs complex (journey-level) administrative support work for call center staff who complete intake for Medicaid Waiver programs. Work involves internal administrative support activities such as compiling waiver hotline inquiries and distributing interest list information, monitoring shared mailboxes. Submits and tracks inventory requests, maintaining waiver release files and processing incoming mail. This position works under limited supervision, with moderate latitude for the use of initiative and independent judgement.  

Essential Job Functions

Monitors incoming mail daily to include opening, date stamping, scanning, and distributing high volumes of incoming waiver program mail to the appropriate staff. Collects interest list release documents received daily by our unit, scans, and distributes them to the assigned shared mailbox and to the appropriate staff. (25%)
Maintains weekly mass mailouts for notification and annual contact letters. Folds, stuffs, and delivers mail to the in-office mailroom. Submits and tracks envelope inventory requests for interest list weekly mass notification mailouts and waiver release mailouts. Receives and tracks supply deliveries and transports inventory to unit storage and maintains related filing system. (25%)
Performs data entry in CSIL, HEART, and SharePoint or other electronic programs and systems. Maintains assignment logs as needed. Communicates on an intermediate level with others (internally and externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints. (15%)
Monitors shared mailbox, distributes assignments, routes inquiries and documents to appropriate staff for resolution. Composes messages and answers basic questions. (15%)
Schedules unit meetings in Outlook and TEAMS, attends meetings, types meeting agenda and minutes in coordination with unit Supervisor. Completes performance evaluation templates and prepares candidate selection packets. This position communicates unit administrative activities to management, including providing monthly and quarterly reports which document supply volumes and weekly updates on the progress of activities related to mass mailouts. (5%)
Prepares, edits, and proofreads email correspondence, forms, or other documents such as letters, memos, and purchase vouchers for office supplies. Meets with management regarding inventory levels. Submits approved orders electronically to the printing vendor, follows-up as needed and tracks monthly inventory requests for mass mailout documents. (5%)
Maintains filing system for annual contacts and program release documents, to include retrieving or purging files according to the retention schedule, using manual or electronic systems. (5%)
Performs other duties as assigned and required to maintain unit operations as workloads may vary. Demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts through daily internal and external communications. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of local, state, and federal laws, rules, regulations, policy and procedures relevant to Medicaid, Long-Term Care Programs or Managed Care.
Knowledge of record management and filing systems, organizational skills, and office management job techniques.
Knowledge of administrative office practices and procedures.
Skill in building and maintaining effective work relationships.
Skill in communicating effectively both orally and in writing.
Skill in use of the following office software applications (word, excel, and outlook).
Skill in use of standard office equipment (Personal computer, printers, copiers, fax and telephone).
Ability to interpret agency rules and regulations and apply them to work problems.
Ability to understand and follow oral and written instructions.
Ability to open, date stamp, sort and distribute incoming mail, reports, documents, and printouts.
Ability to maintain complex records and files.
Ability to prepare and proofread correspondence, forms, or other documents such as letters, memos, and purchase vouchers for ordering on-line office supplies using a computer.
Ability to prepare and proofread correspondence, forms, or other documents such as letters, memos, and purchase vouchers for ordering on-line office supplies using a computer.
Ability to prepare unit monthly reports and maintain records, files, or logs, including filing, retrieving, and purging.
Ability to perform data entry in computer systems.
Ability to organize workloads and set priorities to meet deadlines.
Ability to work under minimal supervision on difficult or complex tasks and maintain accurate files.
Ability to effectively manage time and priorities independently.
Ability to communicate with others (internally or externally) orally and in writing to provide, exchange, or verify information, answer inquiries, address issues, or resolve/report problems.
Ability to establish and maintain effective working relationships with co-workers, and managers in a fast-paced, deadline-oriented environment.

Registrations, Licensure Requirements or Certifications: 

N/A

Initial Screening Criteria:

Required experience with computer equipment, including Excel, Outlook, and Word. Preferred experience handling a high volume of assignments in a short period of time. Preferred knowledge of Medicaid programs.  

 Additional Info

SALARY NOTE: The posted salary range reflects the minimum and maximum allowable by state law. Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and requirements of HHSC. 

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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 Auditor's 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.