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: Business Operations Finance Executive Assistant II
Job Title: Executive Assistant II
Agency: Health & Human Services Comm
Department: BHS BUSINESS OPERATIONS
Posting Number: 14927
Closing Date: 03/30/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $4,020.33 - $6,335.66
Pay Frequency: Monthly
Salary Group: TEXAS-B-19
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: AUSTIN
Job Location Address: 4601 W GUADALUPE ST
Other Locations:
MOS Codes: 0100,0111,0170,3372,3381,4430,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN,YN
YNS
Brief Job Description:
The Executive Assistant II position requires a high degree of professionalism, discretion, and the ability to coordinate with internal departments and external stakeholders. The executive assistant plays a critical role in enabling the leadership team to operate at their highest level by performing highly complex (senior-level) professional assistance reporting to the Deputy Associate Commissioner of the Business Operations Finance within the Behavioral Health Services Division. Work involves managing complex, constantly shifting calendars across multiple senior leaders. The Executive Assistant works under limited supervision, with considerable latitude for the use of initiative and independent judgment, and attends work on a regular and predictable schedule in accordance with agency leave policy. Prepares and handles confidential materials, correspondence to executives, memos, reports, and develops complex spreadsheets. Assists in the Office's budget preparation for supplies as requested. Provides support to the office on human resource issues. Coordinates critical data file maintenance, support, and record keeping. Provides assistance to departments within the division, as needed, contributing to the overall success of the Division. Performs other duties as assigned.
Essential Job Functions (EJFs):
EFJ 1- Executive Assistant II provides comprehensive administrative and operational support by keeping track and following up on strategic initiatives and executive action items. Evaluates documents submitted for administrator's signature. Assist in creation of executive-level presentations, dashboards, and other reports assigned. Prepares and handles confidential materials, correspondence, memos, reports, and complex spreadsheets to be retained in paper or electronic files, working from a draft or from transcribed data. Drafts responses for routine and non-routine correspondence. Prepares complex reports as directed by the Director and other Directors within the division. 35%
EFJ 2- Handle sensitive financial, personnel, and strategic information with the highest level of confidentiality. Support budgeting coordination, expense oversight, and reporting needs. Maintains Directors calendar, schedules/coordinates meetings, including meetings conducted in person, by telephone and through electronic media and proactively resolves scheduling conflicts. Provides support to the office in coordinating the onboarding of staff and maintains organizational charts. Coordinates the needs related to space, facilities, telecommunications, office equipment and software. Tracks and maintains records on training needs and completions. 35%
EFJ 3- Assists in the tracking of expenditures including travel (in-state and out-of-state), operating costs (i.e. supplies, consumables) and utilities (i.e. cell phone costs). Prepares and submits requisitions for purchases and services. 10%
EFJ 4- Coordinates critical data file maintenance, support, and record keeping, including preparation, editing, formatting, and distribution of reports and documents for the use of agency initiatives and mandates, and Institutional Review Board and Open Record Request requirements. 10%
EFJ 5- Represents the agency with professionalism to both internal and external constituents, committees, work groups, and projects. Provides assistance to departments within the division, as needed, contributing to the overall success of the Division. 5%
EJF 6 -Performs related duties as assigned (5%)
Knowledge, Skills and Abilities (KSAs):
Ability to handle high-level administrative issues, to analyze and solve work-related problems,
Knowledge of business English, grammar, spelling, and punctuation.
Skill in the use of Microsoft Office applications, including Word, Excel, PowerPoint, Visio and especially Outlook email and calendar applications. Highly skilled in hard copy and electronic file maintenance systems.
Ability to apply and interpret departmental rules, regulations, policies, and procedures.
Ability to independently produce accurate, complex reports, correspondence, tables, slide presentations, charts and spreadsheets;
Ability to deal with stressful, difficult situations with diplomacy and tact in interactions with both external and internal HHSC team members.
Knowledge of agency rules, regulations, policies and procedures.
Ability to coordinate projects with internal and external staff
Ability to use CAPPS, HHSC Oracle platforms and Peoplesoft.
Registrations, Licensure Requirements or Certifications:
“N/A”
Initial Screening Criteria:
Four or more years of advanced administrative support assisting executives or senior management. Administrative support experience working with the public in person and via other cloud-based collaboration apps, along with experience with use of MS Office, including Outlook, Word, Excel, Visio, and PowerPoint applications. Graduation from an accredited four-year college or university with major course work in business administration or a related field is preferred. Experience may be substituted for education.
Additional Information:
“N/A”
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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.
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