Administrative Assistant III

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Functional Title: Administrative Assistant III 
Job Title: Administrative Asst III 
Agency: Health & Human Services Comm 
Department: CIVIL RIGHTS 
Posting Number: 21010 
Closing Date: 09/22/2026 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Range: $2,953.25 - $3,673.76 
Pay Frequency: Monthly
Salary Group: TEXAS-A-13 
Shift: Day 
Additional Shift: Days (First) 
Telework: Eligible for Telework 
Travel: Up to 10% 
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: Austin; Edinburg; Grand Prairie; Houston; San Antonio 
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 
 
 

Brief Job Description:

Under the supervision of the Civil Rights Records Manager, or designee, the Administrative Assistant III performs moderately complex administrative and technical assistance work for the Office of Chief Counsel (OCC), Civil Rights Office (CRO). Processes incoming mail, faxes, emails, and phone calls received through the main CRO mailboxes and phone lines. Disseminates information, provides referrals, maintains filing systems of confidential records, prepares reports, and conducts administrative work to support the CRO Records Management Team (RMT). Communicates with internal and external customers, verbally or in writing. Work is performed under general supervision with some latitude for independent judgment. Performs other duties as assigned.

Essential Job Functions (EJFs):

EJF 1: Monitors the main CRO mailboxes daily. Screens incoming correspondence (written or electronic) and phone calls. Transfers HHS and DFPS employment and service-related discrimination complaints, administrative complaints, reasonable accommodation requests, and agency-related inquiries into the RMT queue for assignment and initial processing. Routes other civil rights calls and correspondence to appropriate staff or elevates to Records Manager when appropriate. (30%)

EJF 2: Provides professional customer service to agency staff, clients, and the public. Provides timely and accurate information and referrals on non-civil rights calls and contacts to appropriate staff or programs. Communicates with internal and external customers in writing or over the phone. (30%)

EJF 3: Assists with record keeping and paper and electronic filing systems. Protects the confidentiality of agency and CRO records. Creates, secures, and maintains confidential or sensitive records in accordance with HHSC Records Management policies, procedures, and retention schedule. (20%)

EJF 4: Prepares and submits regular reports of work performed to the Records Manager, including the number of mail, faxes, email, and phone calls received and responses provided. (10%)

EJF 5: Assists in data entry of case information and other RMT activities when necessary. (10%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of agency programs, policies, and procedures.

Knowledge of administrative procedures and basic office practices.

Knowledge of records management policies, programs, techniques.

Skill in using standard personal computer and computer software programs including word processing, spreadsheet, email, calendaring, organization software, excel and presentation software as evidenced by formal course work, training and/or previous work experience.

Skill in composing logical, clear and concise correspondence using appropriate grammar and punctuation and applying a thorough knowledge of business letter writing formats, style and protocol.

Skill in typing from draft, data entry, proofreading, writing skills, communication and organization.

Skill in maintaining and organizing filing systems with precision.

Skill in maintaining and organizing large amounts of data with precision.

Ability to work independently with general direct supervision.

Ability to manage, organize and prioritize multiple tasks simultaneously, and handle interruptions.

Ability to read, research, and interpret information to provide appropriate referrals.

Ability to handle confidential and sensitive information with tact and discretion.

Ability to deal with the public and other personnel in person and/or on the phone with a high level of customer service.

Ability to keep confidential records and prepare accurate reports from various sources.

Ability to analyze and solve work problems and plan and handle administrative issues.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Applicants must have a high school diploma or GED.

Applicants must have at least one year of work experience handling confidential records and information.

Applicants must have at least one year of work experience maintaining electronic records.

Preferred applicants will have at least one year of experience working with Health and Human Services programs, policies, and procedures.

Additional Information:

Applicants selected for interview will be required to complete a written assessment.

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.