Disaster Assistance Administrative Assistant

About the role

The Disaster Assistance Administrative Assistant provides comprehensive office and operational support for the Other Needs Assistance (ONA) provision of the Federal Assistance to Individuals and Households Program (IHP). This role is responsible for managing administrative processes, maintaining records, supporting staff logistics, and ensuring efficient day-to-day office operations.

Responsibilities

• Manages the ordering and inventory of supplies, forms, furniture, and equipment.
• Communicate effectively with internal and external stakeholders to exchange information, respond to inquiries, address issues, and resolve problems or complaints.
• Prepares and reviews correspondence, forms, and other documents, such as letters, memos, travel, or job announcements.
• Processes payment vouchers to ensure accurate and timely vendor payments.
• Manages and maintains calendars for assigned staff or functional areas.
• Compile materials for meetings, presentations, and trainings.
• Plans, schedules, and coordinates staff travel to Disaster Recovery Centers.
• Compiles, updates, and distributes daily reports to leadership.

Requirements

High School graduate or equivalent.

Experience with windows-based software preferred.

One (1) year experience in an office environment.

Qualifications

N/A

Skills and Abilities

• Knowledge of:
• Office practices
• Records administration and maintenance
• Business or program terminology
• Skill in:
• Working with the public and public groups.
• Communicating orally and in writing
• Mental computations
• Ability to:
• Maintain complex records and files
• Establish and maintain effective working relationships with others
• Aid in developing office policies and procedures
• Establish priorities relative to importance, set goals, manage time efficiently, and complete work within required timeframes.

Benefits

Comprehensive benefits package including 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.

Pay

$3,248.00 - $4,837.08

Schedule

Day shift

Additional Shifts

Up to 10%

Telework

Eligible for telework

Travel

Up to 10%

Regular/Temporary

Temporary

Full Time/Part Time

Full time

FLSA Exempt/Non-Exempt

Nonexempt

Facility Location

AUSTIN

Job Location City

AUSTIN

Job Location Address

4616 W HOWARD LN BLDG 8

Other Locations

N/A

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

Additional Information

• Upon hire, the selected candidate will be required to sign a Temporary Employment Agreement.
• This position is eligible for State of Texas employee benefits.
• Candidates for positions with ONA must pass a FEMA background check.
• This position requires working beyond normal work hours, including holidays and weekends.
• During periods of high-volume disaster response, the work schedule will extend to six days a week with 10-hour shifts between 7:00 AM and 7:00 PM. Additional overtime may be available.
• 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.