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. The HSCS is comprised of nine psychiatric hospitals located throughout the state and one youth residential psychiatric center in Waco. The HSCS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. The hospitals 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 Administrative Assistant I (Nursing Department) performs complex-level administrative duties and is under the supervision of the Assistant Nurse Executive and the Chief Nurse Executive. The position has some latitude for decision making in carrying out routine administrative duties, including answering correspondence, reviewing documents, providing information related to the Nursing Department, and performing clerical duties. The Administrative Assistant I exercises vigilance in maintaining confidential files and reports. The position will be required to use judgment in assembling and organizing information and will assist in preparing and transferring information to other departments and/or other facilities as guided by the Assistant Nurse Executive and the Chief Nurse Executive. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

Essential Job Functions:

Attends work on a regular basis 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.

Provides general clerical and administrative support to the Nursing Department.

Coordinates communications to and from the Assistant Nurse Executive and the Chief Nurse Executive to provide effective intra-and inter-departmental information.

Greets visitors, answers phones, responds to messages, directs calls to the appropriate people, and provides information as necessary in order to facilitate effective and timely communication.

Creates and maintains filing systems.

Adheres to records retention schedules/requirements as well as records destruction guidelines in accordance with agency policy.

Keeps confidential information secured according to departmental policies and procedures.

Collects data as assigned.

Compiles data, enters information into automated directories and database components, and prepares complex reports utilizing technical software programs. Information should be organized and able to be retrieved efficiently.

Assists in aggregating data and preparing quarterly and annual reports for the Nursing Department.

Assists in creating and revising forms, manuals, reports, and charts using various word processing and spreadsheet software in order to standardize information processes used by the Nursing Department.

Attends and participates in/on assigned meetings and committees.

Attends assigned meetings to assist in the organization and documentation of meetings.

Produces, distributes, maintains, and files assigned meeting agendas and minutes for record keeping purposes. Minutes from meetings will be completed and distributed in a timely manner.

Maintains office supplies and stock for designated departments in order to meet business needs.

Reports work order requests to Plant Ops department for assigned departments/areas.

Fulfills switchboard rotation/relief duty as needed and when assigned.

Serves as back up to the Administrative Assistant IV.

Completes mandatory training in a timely manner to ensure assigned required standards of performance are met.

Recognizes ethnic and cultural differences and demonstrates respect for each staff, client and visitor in order to maintain professional relationships.

Demonstrates respect, consideration, and professionalism with all individuals encountered including, but not limited to, clients, visitors, and all staff within the organization.

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.

Knowledge Skills Abilities:

Knowledge of agency rules, regulations, policies, and procedures.

Knowledge in collecting data, complex data entry, data processing, and reporting.

Skill in utilizing Microsoft Office to generate needed reports and documents.

Effective verbal and written communication skills.

Ability to keep complex and confidential records.

Ability to prepare accurate and detailed reports from statistical and/or accounting information.

Ability to work independently on difficult or complex office tasks.

Ability to prioritize and coordinate multiple tasks and assigned projects with minimal supervision.

Ability to compose effective correspondence.

Ability to assist in training other employees.

Ability to deal with the public and other staff in a pleasant and effective manner.

Registration or Licensure Requirements:

Must possess valid Texas driver’s license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver’s license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.

Initial Selection Criteria:

Graduation from a standard senior high school, or equivalent.

Experience with office practices and administrative procedures.

Experience with Microsoft Office to include Excel, Word, Outlook and Access.

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

All new hire candidates will be required to receive COVID-19 medical screening (nasal test) as part of the due diligence process.

COVID-19 Precaution(s):
Personal protective equipment required and provided.
Temperature and symptom screenings.
Social distancing guidelines in place.
Sanitizing, disinfecting and cleaning procedures in place.
Vaccines available for all employees.

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, and HHS OIG list of Excluded Individuals/Entities. 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.

Salary Note: The salary offered will follow HHS HR Policy starting salary guidelines, which are typically made at or near the minimum of the salary range. For internal applicants, there can be limitations in consideration of applicant’s current classification and salary and is dependent upon available budget.

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 of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with patients. 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.

Working for the State of Texas offers attractive benefits in addition to the salary. As a state employee, you will receive health, dental and vision insurance options, retirement plans and employee discounts at a variety of places. Employment may also qualify you for the student loan forgiveness program.

Waco Center for Youth is a psychiatric residential treatment facility that serves teenagers ages 13 through 17 with emotional difficulties and/or behavioral problems. Waco Center for Youth bases its treatment philosophy on the belief that both behavior change and an understanding of self and others are equally important in achieving significant long term success in treatment. The mission of Waco Center for Youth is “to give each youth a chance for change” by providing comprehensive psychiatric residential treatment services to emotionally disturbed adolescents of the state of Texas. The facility is operated by the Health and Human Services Commission and is accredited by the Joint Commission on Accreditation of Health Care Facilities.

YOUR WORK HISTORY MUST BE ON YOUR STATE OF TEXAS APPLICATION. To be considered for this position, your application must clearly show how you meet the initial criteria and the knowledge, skills, and abilities requirements of this position. If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747.

MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

In compliance with the Americans with Disabilities Act (ADA), HHS 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.