APS Field Administrative Assistant II

TX-HHSC-DSHS-DFPS • Plano, TX

13d

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. The Department of Family and Protective Services (DFPS) APS Field Administrative Assistant II performs routine journey-level administrative support work involving disseminating information, preparing correspondence, and maintaining filing systems. The position works under moderate supervision, with limited latitude for the use of initiative and independent judgment. Employees at this level may fully perform a variety of routine daily tasks but may often rely on direction from others to solve problems that are not standard. Employees may respond to basic inquiries and explain routine administrative rules, regulations, policies, and procedures.

Requirements

• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software.
• Ability to communicate effectively.
• Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.
• 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.

Responsibilities

• Prepares and disseminates information concerning agency programs, services, and procedures.
• 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 intakes received to determine if there is an active investigation and identifies and alerts the primary assigned caseworker and supervisor of the new report.
• Ensures that high priority callouts are assigned in accordance with established routing timeframes to ensure immediate assignment to a caseworker for expedited response.
• Responds to inquiries and provides guidance regarding routing policies and procedures. Participates in meetings with regional program leadership to evaluate routing issues and concerns and participates in discussions regarding routing policies and processes with other regional areas across the state as appropriate.
• Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
• Prepares and disseminates program information, maintains case filing systems and routing records, generates recurring and ad-hoc reports and responds to routing inquiries.
• Assists caseworkers with data entry functions and case-related inquiries, including Texas Integrated Eligibility Redesign System (TIERS) checks, data entry of criminal history background check requests, preparing case files for all newly received investigations, answering and routing incoming calls and distributing mail. Performs other duties as assigned.
• Answers and routes phone calls; routes mail, files, and orders; and maintains office supplies.
• Serves as the primary contact for Statewide Intake. Receives and responds to all inquiries and emails regarding policies and procedures, routing issues and provides updates and reports to management regarding routing status, issues and numbers of case - assignable staff. Assists the public and program with completion of forms and provides information to the public by mail or phone.
• Coordinates the receiving, storing, and issuing of files, materials, and supplies for the program.
• Opens and distributes incoming mail; prepares mail-outs; and maintains and reviews records on postage, registered mail, and packages. Delivers, picks up, or receives documents, supplies, equipment, or materials; checks for quantity and quality; or decides for repairs and services.
• Creates, maintains, and enters information into databases.
• Creates, maintains and enters information into databases and aids other program administrative support staff with compiling, organizing, tracking and monitoring various types of information, including but not limited to: SPARC, CAFM, DFPS Cost Pool, CAPPS, TIERS, WTPY, IMPACT, TAS, eTravel, DFPS Meeting Room Manager and others.
• Compiles data for charts, graphs, databases, summaries, or reports.
• Compiles, reviews, edits, and reconciles discrepancies in reports, purchase orders, correspondence, summaries, manuals, vouchers, journals, ledgers, requisitions, records, and other related forms.
• Performs data retrieval, completes data searches, compiles and reviews data entries, verifies calculations, and edits charts, graphs, and tables.
• Maintains scheduling and event calendars.
• Maintains office schedules and appointments.
• Sends reminders to program staff pertaining to schedules and appointments.
• Schedules and maintains the programs on-call calendars within agency programs for routing during on-call times.
• Serves as the RMTS Unit Facilitator or Coordinator (event coordination) for their respective Unit. Unit Facilitator duties include providing notification to study participants of their observations and providing proxy responses on behalf of participant’s who are not on the clock at the time of the observation.  Unit Coordinators manage and oversees the RMTS process for assigned regions. Personnel in this role review observations submitted from staff participating in the RMTS to ensure submissions meet the standards set by the RMTS State Office team, State Office and the Federal Government.
• Performs related work as assigned.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members—saving you hundreds every month in out-of-pocket medical costs
• 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 so you can recharge and take care of life outside work (that’s time off you’re actually paid for)
• Optional dental, vision, and life insurance—at rates much lower than most private plans
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees