Executive Assistant III Job Listing at Texas Health and Human Services in Austin, TX (Job ID 12461-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: Executive Assistant III 
Job Title: Executive Assistant III 
Agency: Health & Human Services Comm 
Department: Hospitals Section 
Posting Number: 12461 
Closing Date: 03/08/2026 
Posting Audience: Internal and External 
Occupational Category: Business and Financial Operations 
Salary Group: TEXAS-B-21 
Salary Range: $4,523.16 - $7,253.83 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
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: 909 W 45TH ST BLDG 552 
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 
 
 

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people's lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, two youth residential treatment facilities, and thirteen state supported living centers. Psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

The Associate Commissioner (AC) of Texas State Hospitals (SHs) oversees the ten psychiatric hospitals and two youth residential treatment facilities. The AC advances the HHSC mission to serve Texans by ensuring coordinated, efficient, and accountable delivery of essential programs and services.

The Executive Assistant will join an energetic team that works to advance the variety of HHS programs and services through collaboration, expertise, and innovation. This position has a duty station in Austin and will require residence within Austin or surrounding area.

This position performs highly complex administrative duties, serves as the point of contact for the Associate Commissioner of State Hospitals. Duties include developing and managing documents and filing systems; purchasing non-standard office supplies using CAPPS Financials; assisting in organizing hosted events. This position also assists developing and maintaining administrative processes, routing and tracking of memos, reports and other executive assignments; and assisting with various projects and activities. The Executive Assistant is highly organized and detail oriented and works under minimal supervision, with considerable latitude for the use of initiative and independent judgment.

The ideal candidate shares the team values of reliability, transparency, respect, making a difference, and professional curiosity; and brings expertise and initiative to advance the SH's mission to empower recovery, resilience, and well-being through person-centered care..

This position requires in-office responsibilities and attends work on a regular and predictable schedule in accordance with agency leave policy. Some teleworking may be available in accordance with agency policies.

Performs other duties as assigned. Other duties as assigned include actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Essential Job Functions (EJFs):

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Assists with the flow of the HHS System processes and related duties, ensuring compliance with agency guidelines. (15%)

Provides advanced professional assistance to the Associate Commissioner of State Hospitals and Director of Operations. Communicate information of administrative matters to agency executives, management and agency staff. Responsible for the development and management of the day-to-day administrative operations of the Office of the Associate Commissioner. Coordinate all travel arrangements for the Associate Commissioner's office. (20%)

Reviews and processes incoming mail and correspondence, monitors document and correspondence control systems and makes determinations of proper assignment for dissemination. Manages outgoing mail outs. Develops and prepares office correspondence, reports and memorandums. Organizes and maintains a large file tracking system. (20%)

Acts as a point of contact and liaison with other executive leadership offices to coordinate assignments; directs the timely flow of office assignments, requests and critical information to the appropriate program area; drafts timely responses to routine inquiries; handles mail and makes assignments; reviews, edits, and finalizes documents prepared for the Associate Commissioner's  signature ensuring documents adhere to established HHS correspondence guidelines; coordinates work with other support staff. (20%)

Coordinates general office duties such as purchasing non-standard office supplies. Serves as point of contact and coordinator for records retention, assists with planning and organizing events. (20%)

Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. 5%

Knowledge, Skills and Abilities (KSAs):

Knowledge of standard office practices and administrative procedures; agency functions and structure; sound administrative and management practices.

Skill in the use and operation of personal computers and in using a variety of software applications and online meeting platforms (i.e., Outlook, Word, Excel, PowerPoint, SharePoint, Adobe, TEAMS).

Skill in both verbal and written communication; composing, proofing and editing memos, letters, and reports; and excellent interpersonal skills.

Skill in organizing and tracking information and assignments.

Ability to handle high-level administrative issues; manage multiple tasks; effectively prioritize work activities and work under pressure to accomplish assignments.

Ability to implement administrative procedures and evaluate their effectiveness; analyze, interpret, and exercise sound judgement in a variety of situations; develop and maintain and monitor tracking systems; create and maintain filing systems.

Ability to work well with others in a team environment; establish and maintain effective working relationships with managers, supervisors, co-workers and other professional and administrative personnel; provide good customer service.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Bachelor's Degree. Education and experience may be substituted for one another on a year for year basis.

AND

Minimum three (3) years' experience with executive level coordination, written communications, scheduling meetings and managing calendars.

Five (5) years' experience with Microsoft Suite products.

Additional Information:

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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.