Staff Services Officer III

Job Description :

The Specialty Health (SH) Staff Services Officer III works under the general direction of the Contract Administration Manager within the Community Services Department of the Health and Human Services Commission (HHSC).

Performs complex (journey-level) staff services work in several staff services functions such as human resources, accounting, budgeting, purchasing, training, monitoring electronic inboxes, routing correspondence, fax distribution, records management, and property management.

Provides technical assistance and support to section managers, and staff, related to various staff services functions. Works closely with the Epilepsy (EPI), Navigate Life Texas (NLT), Kidney Health Care (KHC), Hemophilia (HAP), Blindness Education, Screening and Treatment (BEST) and Children with Special Health Care Needs (CSHCN) Services Program.

Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Essential Job Functions :

35%) Operates electronic mail systems for multiple programs in boxes and distributes emails accordingly. Checks details on documents, reports, forms, and / or claims for accuracy, completeness, and legibility.

Maintains confidentiality when reviewing sensitive and / or private information. Monitors RightFax and responds to incoming faxes as needed.

Performs administrative tasks for all programs of SH, including filing, maintaining office supplies, document editing, and handling general inquiries.

Assists with or responds to administrative time-sensitive requests and assignments. Performs record retention work and coordinates with staff on disposal of records according to the agency retention schedule.

Assists with IT and / or telephone related requests or needs and ensures workstations are set up and equipped properly. Assists with facility requests and other building maintenance issues.

Serves as back-up to the SH Travel Coordinator, by coordinating travel and / or assisting with travel claims. Coordinates with SH teams to ensure correspondence and mailouts are delivered and sent timely.

Opens, time stamps, sorts, and distributes incoming mail; maintains records on postage, registered mail, and packages; and processes outgoing mail.

Operates copy and facsimile machines, coordinates maintenance requests as needed. Coordinates additional mailing needs with the HHS Mail Room.

35%) Maintains scheduling and event calendars. Reserves conference and meeting rooms for all programs and teams in SH. Compile materials for meetings, webinar support, virtual meetings, conferences, seminars, presentations, travel, and trainings.

Serves as meeting facilitator and point of contact for external groups. Supports in taking meeting minutes and communicates meeting information.

Attends meetings and / or trainings for administrative team and contributes to overall effectiveness.

20%) Assists with preparing and tracking procurement requests for SH, processing purchase orders, coordinating and monitoring expenditures.

Analyzes current operations to determine the need for improvements in work systems and procedures. Plans, develops and implements procedures to assist the Unit in maintaining effective business practices and daily operations.

Writes new procedures, revises and edits current procedures and ensures that the final product is approved and disseminated.

Compiles and submits responses to open records requests. Assists with or responds to administrative time-sensitive requests and assignments.

Completes monthly Unit reports, monitor inventory, orders merchandise, supplies, and equipment in accordance with agency requirements.

5%) Assists with the hiring process. Coordinates with hiring panel, schedules applicant interviews, corresponds with candidates, and assists with hiring documentation and requirements.

Participates in the new employee onboarding process to ensure administrative, IT, and HR tasks are met within appropriate time frames.

Assists with maintenance of distribution lists and organizational charts.

5%) Participates or performs in program activities, meetings and projects and other duties as assigned.

Knowledge Skills Abilities :

Knowledge of agency programs, policies, and procedures; the methods, principles, and practices of the agency; fiscal or budgeting techniques and practices;

and office management and human resource administration.

Skill in coordinating activities, the use of a computer and applicable software, and critical thinking.

Skill in the use of standard office equipment and software

Skill with calendar management

Skill in written and verbal communication

Skill in time management and balancing competing priorities

Skill in Microsoft Office Suite and software

Skill in building and maintaining effective working relationships, exercising professional judgement, tact, and diplomacy.

Ability to study and evaluate programs and propose recommendations, to interpret and apply agency policies and procedures, to analyze and solve work problems, to communicate effectively, and to provide guidance to others.

Ability to handle high-level and high-volume administrative tasks and challenges

Ability to further a culture of positivity within the workforce

Ability to analyze and solve work-related problems

Ability to communicate effectively with peers and leadership staff

Ability to distribute assignments to administrative staff to ensure efficiencies

Ability to manage multiple tasks, work under pressure, and meet short deadlines