Administrative Assistant

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: Administrative Assistant 
Job Title: Administrative Asst III 
Agency: Health & Human Services Comm 
Department: Foster Grandparent - CNCS 
Posting Number: 21730 
Closing Date: 10/06/2026 
Posting Audience: Internal and External 
Occupational Category: Community and Social Services 
Salary Range: $2,953.25 - $4,365.66 
Pay Frequency: Monthly
Salary Group: TEXAS-A-13 
Shift: Day 
Additional Shift:  
Telework:  
Travel: Up to 10% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: ABILENE 
Job Location Address: 4601 S 1ST ST 
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 
 
 

Job Description

The Texas Health and Human Services Commission (HHSC) seeks highly qualified candidates to fill the Administrative Assistant III position within the Community Services (CS), Foster Grandparent Program (FGP). FGP serves a dual purpose in that it provides income-eligible adults, age 55 and older, with meaningful volunteer opportunities, while also meeting critical community needs by serving children with exceptional needs.

The Administrative Assistant III reports directly to the FGP Supervisor and works under the guidance of the FGP Volunteer Services Coordinator to assist with the daily operations of the FGP service area. Responsibilities include complex administrative support work, responding verbally, by email and in writing to inquiries for information regarding the program, assisting with the collection and entry of all program data, and preparing and editing reports and documents. This position also maintains, updates, and organizes files as required by AmeriCorps, serves as point of contact in the absence of the FGP Volunteer Service Coordinator, disseminates program and resource information, and performs other administrative and technical tasks that require limited independent judgment and initiative.

Essential Job Functions
Attends work on a regular and predictable schedule in accordance with agency leave policy.

EJF1. Responsible for collecting, tracking and entering volunteer time and mileage into program excel spreadsheet for volunteers. Bi-monthly, this position must collect and process time sheets for each volunteer within 2 days of the 16th and last day of the month and submit to the Volunteer Services Coordinator for review prior to forwarding to State Office for review and approval. In some instances, it involves multiple calls, emails and physical trips to the sites to secure time sheets. Assist in creating documentation for corrective action for those sites/volunteers who continuously do not submit timekeeping as required (10%).    

EJF2. Responsible for keeping program data tracking lists current within program system. Tracking lists include enrollment forms from all incoming volunteers, as well as required annual renewal forms for all active volunteers. Once collected, the information must be entered into specified tracking lists. In addition to volunteer information, this position is responsible for the data entry of service plans for those children served by FGP volunteers. Data entry is continuous due to the fluctuation of program enrollment/dismissal for both volunteer and children served. Attention to detail is imperative in that any incorrect data reported can result in the loss of federal funds (20%). 

EJF3. Responsible for the filing and record keeping of Foster Grandparent volunteer files, as well as Volunteer station files in accordance with AmeriCorps. Activity involves the following: Filing of all program forms for participating volunteers, tracking annual renewal dates for each volunteer so that they remain in compliance with federal guidelines; mail out of annual renewal reminders for all enrolled volunteers; tracking renewal dates for Volunteer Station Memorandum of Understanding Agreements and filing all incoming correspondence from volunteer stations and volunteers (15%).

EJF4. Assists with intake process/training of incoming volunteers as needed. Intake process involves providing volunteers with enrollment paperwork, scheduling criminal history appointments, as well as, reviewing program handbook (10%).

EJF5. Responsible for tracking incoming data which include child tracking forms, annual child progress reports, program satisfaction surveys and volunteer performance evaluations. Issues that arise most often, involve collecting the required data from the volunteer station sites in a timely manner to meet reporting deadline requirements (5%).

EJF6. Assists with the coordination of monthly volunteer in-service meetings, FGP events and activities, as well as special projects as assigned by AmeriCorps. Duties may include assisting with set-up and tear-down of in-service meetings and program events, including arranging tables, chairs, supplies, training materials, and equipment as needed (10%).

EJF7. Assists with Foster Grandparent volunteer recruitment efforts to include scheduling speaking engagements, printing applications and program fliers, as well as, ordering promotional items to distribute during community events. Duties may include assisting with set-up and tear-down for community events, including transporting, carrying, and arranging program materials and promotional items. Latitude in securing community resources such as guest speakers or potential community partners that may assist the enrichment of program services. Prepares and disseminates program information. Responsible for conducting presentations in the absence of the Volunteer Services Coordinator (10%).

EJF8. Prepares fliers, newsletters, invitations, banners, calendars, birthday cards, certificates, and awards as needed (5%).

EJF9. Attends required conferences and FGP/HHSC training as designated by FGP Manager (5%).

EJF10. Performs general office duties such as ordering supplies, answering and routing phone calls (5%).

EJF11. Serves as point of contact in the absence of the Volunteer Services Coordinator (5%).   
  
Licensure, Certification, or Registration
N/A

Knowledge, Skills, and Abilities
List the knowledge, skills, and abilities critical to performance in this position.

• Knowledge of office and administrative practices and procedures. 
• Skill in operating a computer and software applications, including Microsoft Office (Word, Excel, PowerPoint, Publisher, Outlook).
• Skill in effective communication both verbally and in writing.
• Ability to operate standard office equipment such as fax, copier, projector, calculators. 
• Ability to review work for accuracy, to accurately perform detailed numerical work, and to make arithmetical computations.
• Ability to establish priorities in workloads.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to develop and maintain effective working relationships with both internal and external customers. 
• Ability to maintain confidential information and secure documents. 
• Ability to perform work requiring physical activity, including pushing, pulling, bending, carrying, and lifting supplies, materials, and equipment needed to support program meetings, trainings, and community events.

Initial Selection Criteria
Graduation from an accredited high school or GED, plus two (2) years of work experience in office administration. Each year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year-for-year basis. Related fields may include, but are not limited to business communications and human resources fundamentals. Experience in the use of standard office equipment and software including Word, PowerPoint, Excel, and Microsoft Outlook. Experience in data entry.

Additional Information

Applicants must pass a fingerprint criminal background check, a National Sex Offender Registry (NSOPW) check, and a Client Abuse/Neglect Reporting System (CANRS) check.

The posted salary range reflects the minimum and maximum allowable by state law. Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual Chapter 7.

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.

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

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.