Administrative Assistant

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

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Functional Title: Administrative Assistant 
Job Title: Administrative Asst II 
Agency: Dept of State Health Services 
Department: Region 11 
Posting Number: 10037 
Closing Date: 11/04/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-A-11 
Salary Range: $2, $3,946.25 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
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:  
Job Location City: MCALLEN 
Job Location Address: 4501 W BUS HWY 83 
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 

Brief Job Description:

Under the direction of Program Supervisor IV, performs complex and routine administrative and technical assistance for Regional Social Work, Case Management, Children with Special Health Care Needs (CSHCN), Personal Care Services (PCS), Community First Choice (CFC), Texas Health Steps, and Newborn Screening Programs (NBS). Develops and maintains program filing systems. Enters and retrieves data from information systems, and prepares routine and special reports including weekly and monthly reports and submits reports by time deadlines. Performs technical and administrative program support work. Assists program administrators and case managers  with program needs such as customer service, correspondence, data entry, provider relations, eligibility functions, health fairs, program surveys, and answers phone systems. Effectively communicates program services and/or changes to consumers. Receives and directs client complaints and inquiries from other entities. Supports assigned Social Work, Case Management and Provider Relations staff in preparing for presentations. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.  

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Essential Job Functions (EJFs): 

(45%) Administrative Support Services-Provides administrative and technical support services for assigned staff related to Social Work, Case Management, CSHCN, THSteps, PCS, and NBS programs. Responsible for the oversight of related program data, processing, and the maintenance of program information systems (TWICES, IBIS). May develop administrative procedures, standards, and methods; interpret administrative policies; and review and evaluate work content for the purpose of developing effective administrative practices and implementing policies that contribute to the improvement of services provided by the programs. May complete weekly and monthly reports and submit reports by time deadlines. Provide any other support to Social Work, Case Management and THSteps staff.

(35%) Customer Service-Provides information and referral services to consumers. Assists program manager, supervisors, and case managers in providing technical assistance to service providers, external program customers and internal DSHS programs. May coordinate work with other governmental agencies and private organizations. May interview families to assist with program eligibility functions (CSHCN). Provides friendly and professional customer service to consumers, program providers, program contractors, and the public in general. May assist in coordinating and conducting health fairs. Effectively communicates program services and/or changes to consumers. Answers program telephone systems and directs customers to appropriate source in a professional and courteous manner. Assists program manager with program needs such as customer service, eligibility functions, health fairs, program surveys, and provider assistance.

(10%) Record Retention- responsible for regional program record retention system.  Receives, identifies, and labels closed case management, eligibility and PCS files for appropriate record retention and storage.  Provides training to field units on record retention policies and procedures, conducting site visits for training, auditing and assisting administrative support staff in field offices as needed.

(10%) Marginal Function-Attends staff meetings and program trainings. Performs other duties as assigned. Assists in responding to public health needs including but not limited to: disease outbreaks, biological, environmental and weather emergencies. Attends educational/training sessions that extend and enhance effective performance, personal and professional growth and trains other personnel as assigned. On an as-needed basis, assists with response and/or recovery efforts based on employee's subject matter expertise and/or experience.    

Knowledge, Skills and Abilities (KSAs):

Knowledge of efficient and effective office practices and administrative procedures.

Knowledge of and understanding of TDSHS confidentiality policy.

Knowledge of TDSHS record retention guidelines, policies and procedures.

Knowledge of policies and procedures related to Specialized Health & Social Service programs, including CSHCN, CPW, NBS, PCS, and THSteps.

Skill in the use of electronic data and word processing equipment and software including CMIS, Windows, Outlook, TWICES, Internet, e-mail, Access, Microsoft Word, PeopleSoft, and Medicaid inquiry (Phoenix).

Skill in typing, filing, planning, organizing, data collection, and reporting.

Ability to learn, interpret, and apply complex and frequently changing program rules, policies, and procedures.

Ability to communicate effectively verbally, including public speaking, and in writing.

Ability to establish and maintain effective working relationships with supervisor, co-workers, clients, and community providers.

Ability to interact with the public in a professional manner, in English and in Spanish.

Abiliity to sort, collate, and move boxes of case records weighing up to 35 pounds.    

Registrations, Licensure Requirements or Certifications:

Must have a valid driver's license in good standing. 

Initial Screening Criteria:

Must specify minimum 2 years' experience working with MS Office suite, specifically Word and Excel; must specify on application that applicant is able to type a minimum of 60 WPM

Additional Information: 

Geographical preference on application must designate McAllen and/or Statewide as the desired headquarter location; 

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 for this position. For more information see the Texas State Auditor's Military Crosswalk at

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at or via email at

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work.  Download the I-9 form