APS Field Administrative Assistant II- Part Time

Texas Health & Human Services Commission • Dallas, TX

4d • $1,347 - $1,973 • Onsite

About The Position

The Texas Department of Family and Protective Services (DFPS) works to build on strengths of families and communities to keep children and vulnerable adults safe, so they thrive. We do this through investigations, services, and referrals.

This is a part time administrative technician position. Hours will be Monday and Friday 8-5 and then Wednesday 8-12.

The Department of Family and Protective Services (DFPS) APS Field Administrative Assistant II performs routine administrative and technical program assistance work for the Adult Protective Services (APS) Division. Serves as the primary point of contact for receiving, reviewing, and routing all intakes received from Statewide Intake (SWI) within established timeframes and case priority level. Notifies supervisors or workers of priority intakes according to policy; logs, routes, and tracks various unit information as instructed by the unit supervisor; facilitates studies by collecting data, tracking workers, and forwarding information appropriately; compiles and enters for incoming cases; and receives and routes mail, handles incoming telephone calls, including recording messages, routing, and transferring calls appropriately. The position provides administrative support to unit supervisors and staff. The position interacts routinely with the DFPS staff and the public. Works under moderate supervision, with limited latitude for the use of initiative and independent judgement.

Requirements

• Graduation from high school or equivalent.
• One year full-time administrative support, general office, clerical, secretarial or Texas Department of Family and Protective Services experience.
• Knowledge of modern office and administrative practices and procedures.
• Knowledge of relevant programs, policies and procedures.
• Skill in using a computer, software and all standard office equipment.
• Skill in using Microsoft Works, MS Office or Windows environment.
• Skill in establishing and maintaining effective working relationships.
• Skill in effective verbal and written communication.
• Skill in working in an office supporting several staff members.
• Ability to interact with all levels of staff.
• Ability to work independently in a fast-paced environment.
• Ability to effectively handle multiple assignments in a dynamic environment.
• Ability to work with confidential information.
• Ability to operate basic office equipment such as fax, copier, projector, calculators and other standard office equipment.
• Ability to communicate in a courteous and professional manner.
• Ability to take initiative and make sound judgments.

Nice To Haves

• Bilingual applicants (Spanish)are encouraged to apply. Bilingual applicants selected for this position are may be eligible to receive an additional 6.8% increase to the base salary after successfully passing a bilingual test. The applicant will need to be fluent in writing/speaking in Spanish in order to receive the salary increase.

Responsibilities

• Serves as the primary point of contact for receiving, reviewing and routing all intakes received from the Statewide Intake (SWI) abuse and neglect reporting department for their area and region of responsibility in accordance with established timeframes and case priority level.
• Reviews every intake that is received for the assigned area and region, and routes all APS specialists, daily.
• Response cases to the appropriate units.
• Routes all cases within the area/region in accordance with established timeframes and case priority level.
• Reviews intakes received to determine if there is an active investigation and identifies and alerts the primary assigned caseworker and supervisor of the new report.
• Is the primary point of contact for SWI intake on all cases requiring immediate assignment and caseworker assistance.
• Ensures missing information is added to the case file by maintaining an assignment log to track cases assigned to each caseworker.
• Ensures that high priority call-outs are assigned in accordance with established routing timeframes to ensure immediate assignment to a caseworker for expedited response.
• Performs criminal history checks on all alleged perpetrators and some clients if needed; checks TIERS and WTPY for client information for caseworkers.
• Provides assistance to other program administrative support staff with compiling, organizing, tracking and monitoring various types of information, including but not limited to agency Random Moment Time Studies (RMTS).
• Prepares and disseminates APS program information, maintains case filing systems and routing records, generates recurring and ad-hoc reports and responds to routing inquiries.
• Receives and responds to all calls and emails regarding routing issues and provides updates and reports to APS staff and management regarding routing status, issues and numbers of case - assignable staff.
• Responds to inquiries and provides guidance regarding routing policies, procedures, and referrals to other community resources.
• Assists caseworkers with data entry functions and case-related inquiries. And Records and Imaging Operation (RIO) tracking. Prepares closed cases to upload into RIO Tracking before boxing to send to Records Management Office.
• Performs data entry into IMPACT and other electronic programs and systems. Prepares and maintains statistical reports, leave and personnel records, case control systems, case records and related files for the unit.
• Performs as the Local Service Coordinator (LSC).
• Functions as the unit timekeeper and will process purchase orders as directed.
• Performs on-boarding functions for new staff, including processing SPARCs.
• Manages and maintains advanced travels and TAS forms for unit supervisors and caseworkers.
• Types correspondence, forms narratives, meeting notes, performance evaluations, and other documents to support work of the unit and files related documents.
• Serves as a Public Notary for APS caseworkers and Records Management Group workers to file notarized documents with the courts.
• Performs other duties as assigned and required to maintain unit operations.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members
• Retirement plans with lifetime monthly payments after five years of state service, plus options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave
• Optional dental, vision, and life insurance
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment
• Public Service Loan Forgiveness

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED