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Functional Title: Special Assistant
Job Title: Management Analyst IV
Agency: Health & Human Services Comm
Department: Chief Finance and Operations
Posting Number: 19665
Closing Date: 08/24/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $5,797.66 - $9,508.25
Pay Frequency: Monthly
Salary Group: TEXAS-B-25
Shift: Day
Additional Shift:
Telework: Eligible for Telework
Travel: Up to 5%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Exempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 4601 W GUADALUPE ST
Other Locations:
MOS Codes: 0510,0570,4502,4505,8016,8840,8852,8862,8870,11A,11Z,14FX,165X,171X,35PX,37A,37F,3N0X6,46A,612X,632X
641X,70A,70D,70E,712X,732X,INF,IS,SEI13,SEI15,YN,YNS
Brief Job Description:
As the Special Assistant, you will support the Office of the Chief Financial and Operations Officer with all administrative tasks, including providing support for scheduling, requisitions, and office duties. In addition, you will manage the Chief Financial and Operations Officer’s mailbox, including monitoring due dates, maintaining documentation of receipt, comments, approvals, and signatures. You will maintain timelines for various document processes.
This position is responsible for preparing internal and external documents for executive management review and decision-making. You will serve as a liaison between the CFOO and other agency executives and administrative areas. You will write, review, and edit memorandums, documents, and reports. This position requires excellent writing and verbal skills, the ability to appropriately handle confidential information, exceptional interpersonal skills, and the ability to work effectively as a member of the executive office.
You will work closely with agency executives, the HHSC Executive Clerk, in addition to other agency staff and external stakeholders. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.
Essential Job Functions (EJFs):
EJF 1 Administrative Support to the CFOO [40%]
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Answers and screens phone calls, takes messages, sets up conference calls and meetings.
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Manages calendars, meetings, and conferences, develops trip itineraries and presentation materials, and coordinates air and ground travel for the CFOO; prepares and submits travel vouchers electronically for the Directors, as needed. May assist in managing a variety of mailboxes.
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Oversees certain purchasing activities, including professional membership renewals, subscription services, contracts with consultants, and supplies. Assists with budget preparation and expenditure tracking for the Office of the CFOO.
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Tracks and routes for approval by the CFOO variance reports, correspondence, studies, forms, manuals, and publications; communicates objectives, tasks, and decisions to staff related to those documents on behalf of the CFOO.
EJF 2 Executive Correspondence for Review and Decision Making. [30%]
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Serves as a liaison between the CFOO division, the Executive Commissioner's office, and other HHSC chief areas that generate memoranda for the Executive Leadership.
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Monitors a centralized correspondence mailbox to review all correspondence-related emails from CFOO departments, leadership staff, and other chief and administrative areas.
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Provides guidance, direction, and technical assistance to CFOO division staff on policy, legislative, stakeholder, and programmatic matters.
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Prepares and tracks briefing documents, drafts, reviews, edits, and routes executive, stakeholder, and legislative correspondence and reports for executive review and decision-making.
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Ensures documents are formatted according to agency guidelines.
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Serves as the point of contact for formal communications and provides consultation and technical assistance to agency staff and leadership regarding executive communication.
EJF 3 Administrative Support for the Office of the CFOO [15%]
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Coordinates with the Employee Retention Analyst and Project Manager within the Office of the CFOO. May serve as backup to either role related to the primary job duties in their absence.
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Assists with answering questions for general division operations.
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Serves as a backup to process purchase requisitions, training scheduling, or other needs for staff within the Office of the CFOO.
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Coordinates with the support personnel for the Deputy Chiefs in CFOO as well as support personnel for all other HHSC Chiefs.
EJF 4 Special Projects and Continuing Improvement. [15%]
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Develops electronic filing systems.
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Develops and maintains tracking and timeline systems and processes.
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Reviews and updates policies and procedures regularly to reflect changing needs and priorities.
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Prepares written project updates, summaries, reports, and other documents.
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Oversees filing systems and conducts periodic reviews of systems.
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Maintains tracking documents and guides.
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Coordinates division responses for requests for information.
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Participates in agency administrative workgroups, as assigned.
Attends work on a regular and predictable schedule, according to agency leave policy, and performs other duties as assigned. [5%]
Knowledge, Skills and Abilities (KSAs):
Knowledge of:
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Health and Human Services’ programs, policies, and procedures.
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Texas legislative process.
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Texas HHSC Executive Writing Reference Guide.
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Associated Press style.
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HHSC Office of the Executive Commissioner policies and procedures.
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Principles and practices of office management, business administration, human resource administration, budget preparation, or quality assurance systems.
Skill in:
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Microsoft Office Suite products including Excel, Visio, PowerPoint and advanced Word.
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Adobe Acrobat.
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Building and maintaining SharePoint sites and pages to include document storage and sharing.
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Critical thinking with the ability to research and present findings.
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Communicating clearly and concisely, both verbally and in writing.
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Detail orientation with the skill to communicate large amounts of complex information.
Ability to:
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Oversee and supervise the work of others.
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Exercise initiative and discretion.
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Develop and maintain strong professional working relationships.
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Work under limited supervision and exercise good judgment.
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Maintain and meet timelines and deadlines and adapt to technical and policy developments.
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Manage projects effectively and produce quality work within short deadlines.
Registrations, Licensure Requirements or Certifications:
N/A
Initial Screening Criteria:
Five years’ work experience with responsibilities in process development and improvement, business or public administration, or managing large-scale processes.
Experience with an HHS agency or other large government agency is preferred but not required.
Experience managing a high-volume mailbox and calendaring system is preferred.
A four-year degree from an accredited university, experience in the above field can be substituted on a year-for-year basis.
Additional Information:
This position is required to report to the North Austin Complex and may be eligible to telework, depending on business requirements. This is subject to change.
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.
