Job Details

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 I
Job Title: Executive Assistant I
Agency: Health & Human Services Comm
Department: General Admin
Posting Number: 8930
Closing Date: 10/12/2025
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Group: TEXAS-B-17
Salary Range: $3,581.33 - $5,372.41
Pay Frequency: Monthly
Shift: Day
Additional Shift:
Telework: Not Eligible for Telework
Travel: Up to 10%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location: Austin State Hospital
Job Location City: AUSTIN
Job Location Address: 4110 GUADALUPE
Other Locations:
MOS Codes: 0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,8A300,AZ,LS,LSS,MC,PERS,PS
RP,SN,YN,YNS

Brief Job Description:

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 each other, teamwork, and inclusivity. HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

The Executive Assistant I works under the general supervision of the Superintendent and Assistant Superintendent of the Austin State Hospital with moderate latitude for the use of initiative and independent judgment. The Executive Assistant will perform complex confidential and professional duties for the office's executive leadership. Work involves coordinating high-level administrative operations. This position will provide technical guidance and advice on administrative matters to the Superintendent and Assistant Superintendent and office staff. He/she will communicate administrative policies, procedures, standards, and methods.

Essential Job Functions (EJFs):

Maintains reliable attendance and may be required 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.

This position manages access to the Superintendent and the Assistant Superintendent by managing calendar, screening calls and greeting external visitors to determine appropriate course of action. This position serves as a liaison between the leadership team and the Superintendent and Assistant Superintendent for the purpose of relaying instructions and information and following commitments through to completion. This position is responsible for prioritizing the needs of the Superintendent and the Assistant Superintendent regarding meetings, timeframes, and deadlines. This position interacts and communicates using judgment and discretion.

This position will review administrative practices and programs and assist in formulating policies as appropriate; coordinate calendars, meetings, and other activities with other agencies, executives, and organizations on behalf of the Superintendent and the Assistant Superintendent; assist with human resource management actions; assist in the process of open record requests, subpoenas; assist in the planning or preparation of correspondence, reports, manuals, and publications; assist in interpreting policies and procedures and making administrative decisions as appropriate; communicate agency objectives, tasks, on behalf of the Superintendent and the Assistant Superintendent; coordinate administrative assignments, programs, and other administrative matters within a program; prepare notices or agendas for meetings; and perform related work as assigned.

This position is responsible for the daily administrative operations of the office including answering the main phone line and directing calls, receiving and disseminating messages, purchasing supplies, preparing and submitting purchase request forms, coordinating IT and telecom requests and services for new and existing staff, opening, sorting, and distributing incoming correspondence, and daily office maintenance tasks. Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.

Other duties as assigned, including but not limited to actively participating and/or serving in a supporting role to meet the agency 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.

Knowledge, Skills and Abilities (KSAs):

Knowledge of office management principles and practices and administrative procedures.

Knowledge of HHSC policies, procedures, and processes required within the organization and their interpretation and come to reasonable conclusions.

Knowledge of accepted business practices and procedures; and of related legislative and legal practices and procedures that impact the mission of the agency and the office.

Knowledge and ability to handle and disseminate confidential information appropriately.

Skill in communicating effectively both verbally and in writing.

Skill in the use of computer and related equipment, including the use of Microsoft Office Suite to include word processing, spreadsheet, database, or presentation software programs, Outlook calendar and TEAMs.

Ability to organize, prioritize assignments, and develop work plans, coordinates administrative assignments, and adheres to strict deadlines.

Ability to make decisions and take initiative.

Ability to work independently with minimal supervision.

Ability to build effective working relationships.

Ability to confidentially manage high-level administrative issues, to analyze and solve work-related problems, to communicate effectively, and to supervise the work of others.

Ability to coordinate with other staff, departments, officials, agencies, organizations, and the public.

Ability to prepare concise reports, summaries, documents, and other publications.

Ability to analyze and solve work problems.

Ability to work effectively in an environment of change.

Ability to prepare purchase requisitions, purchase vouchers and travel documents.

Registrations, Licensure Requirements or Certifications:

None.

Initial Screening Criteria:

Four years' experience providing administrative support to a senior manager and their staff.

Two years' experience in a technical program area and administration management.

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-###-####. 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.