Administrative Assistant Jobs

The Administrative Assistant II (AA II) is selected and supervised by the Manager/Supervisor with the approval of the Directorate Manager. Work is performed under moderate supervision with limited latitude for the use of initiative and independent judgment.
The AA II performs routine (journey-level) administrative support or technical program assistance work to ensure continuous workflow in the unit. Work can include disseminating information, responding to inquiries and requests, preparing and editing reports and documents, maintaining various software and electronic records systems, performing internal administrative support work, and/or assisting with planning and execution of projects. The AA II uses the DDS case processing system to interact with the Social Security Administration’s national computer system. The AA II can assist in training others.
The AA II performs other duties as assigned and required to maintain unit and agency operations. This position occasionally requires work during the weekends, holidays, and before or after normal business hours. DDS employees perform all business functions for SSA using the federal SSA network and equipment. Homeland Security Presidential Directive (HSPD)-12 security clearance is required.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Document, review, edit or maintain electronic computer system and enters data in the DDS program software database on the Social Security Administration’s national computer system as it relates to case processing.
Provides disability case information, to the extent permitted by SSA and DDS confidentiality policies.
Responds to inquiries from claimants, external providers, and SSA field office staff.
Establishes standards for customer-focused communication and coordination within areas of responsibility and with all internal and external associates and customers.
Prepare, interpret, edit, and disseminate information, correspondence, and inquiries concerning DDS policy and procedures.
Develop, coordinate, and maintain record keeping and filing systems.
Assist in compiling data and preparing reports.
Can assist in training new staff.

Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures.
Skill in the use of standard office equipment and software.
Skills in establishing and maintaining effective working relationships with co-workers, supervisors, managers, other DDS, HHS, SSA employees and the public.
Ability to use Social Security Administration software system or a comparable system.
Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedure; and to communicate effectively.

Registration or Licensure Requirements:
None

Initial Selection Criteria:
Graduation from a standard senior high school or equivalent is generally preferred. Experience and education may be substituted for one another.
One year of experience in administrative support work.
Must exhibit a stable work history.

Additional Information:
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud overpayment with an outstanding balance must agree to repay the overpayment balance as a condition of employment.
This position occasionally requires work during the weekends, holidays, and before or after normal business hours.
Individuals selected for positions with the Disability Determination Service (DDS) will go through a complete federal background investigation. A suitability determination by the Social Security Administration is necessary to determine whether an employee can be issued credentials in order to have access to Social Security disability data, records, and systems. The job offer is contingent upon a full suitability clearance through SSA.

Applicants will be assessed through a panel interview.
Consideration will be given to filling additional vacancies that occur during this posting period.
Individuals with the same FJD may not apply.
Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits, follow HHS salary administration policy and guidelines and based on the candidate's qualifications.
This position may be eligible for a hybrid remote telework schedule if requirements are met and based on the agency's business needs.
Individuals selected will be placed in various AA II positions within Disability Determination Services. Options for placement will be discussed during the interview process. Possible placements include the following types of positions: payment processing; maintaining vendor information; receipting and assigning cases; assisting with facility services and maintenance; answering inquiries in the claimant response center; hearing unit support; medical appointment scheduling; medical consultant support; or Administrative Law Judge support.

MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but are not limited to: 42A, YN, 0111, 3A1X1. 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 on HHSC’ Veterans Resources page, State Mandated Requirements (Excel Spreadsheet link).