CCP Administrative Assistant

TX-HHSC-DSHS-DFPS•Austin, TX

9d•$4,020 - $6,336•Hybrid

About The Position

This position is a temporary, time-limited grant-funded position in response to the 2025 Central Texas Floods declaration. The Federal Emergency Management Agency (FEMA) provides Crisis Counseling Assistance and Training Program (CCP) grants fund mental health assistance and training activities provided in counties following a presidentially declared disaster. These grants are based on local needs and developed in collaboration with local mental health and behavioral health authorities (LMHAs/LBHAs) in the affected regions. The Health and Human Services Commission (HHSC) administers the CCP grant using a bifurcated structure, comprising both programmatic and fiscal components. Under the direction of Disaster Behavioral Health Coordination's (DBHC) CCP Manager, the Staff Services Officer III (SSO) performs complex staff services work, including planning, directing, and coordinating the CCP grant. Assists with program functions such as accounting, budgeting, purchasing, human resources and training. The SSO works in concert with the CCP Program Manager, Program Coordinator, fiscal team members and grantees. The SSO will perform complex staff services work, including planning, directing, and coordinating the CCP. The position will assist with program functions such as purchasing, human resources, and training. This position will perform complex human resource and technical assistance tasks, ensuring that assignments are completed accurately, timely and in accordance with state, federal and local law, rules, and regulations. This position is responsible for ensuring HHSC staff have all necessary tools to complete assigned work effectively. The role involves tracking activities and budgets, assisting in the creation of policy, planning and conducting workshops and training sessions. This position will assist in the recruitment process by posting job vacancies, screening applicants, conducting interviews, and recommending candidates for employment. The position will provide support during the close-out of disaster response efforts, manage facility and IT requirements, oversee training needs, consult with staff on policies, procedures, and technical matters, and assist with travel arrangements and expense reconciliation.

Requirements

Knowledge of health and human services programs, policies, and procedures.
Knowledge of information technology needs.
Knowledge of office management and human resource administration.
Skill in coordinating activities, in the use of computers, and in critical thinking.
Skills using MS Word, PowerPoint, Visio, MS Office, and Excel or similar programs.
Strong planning and organizational skills.
Skill in written and oral communication, including the ability to make public presentations and write technical information in an understandable format.
Skill in responding to disaster or criminal incidents in a behavioral health environment and working within grant parameters.
Skill in project management and the ability to lead project teams; work with multiple stakeholders and provide oversight to contracted vendors.
Ability to study and evaluate programs and propose recommendations.
Ability to analyze and solve work problems.
Ability to make decisions affecting the operation of administrative services functions.
Ability to communicate effectively.
Ability to plan, assign, and/or supervise the work of others.
Ability to work cooperatively as a team member in a fast-paced, deadline-oriented environment.
Ability to perform work with a high degree of attention to detail.
Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; to conduct sophisticated research; to prepare reports; to develop, evaluate, and interpret policies and procedures.
Ability to communicate effectively and to train, lead, assign, and prioritize staff workloads.
Ability to provide senior-level communication and technical assistance to manage program needs.
Ability to function as the community liaison to agency leadership to ensure the completion of CCP requirements.
Current Driver’s license
A bachelor’s degree from an accredited four-year college or university with major course work in business administration, communications or a related field preferred.
Minimum one year of related work experience with office management and human resource administration.
Experience preparing complex correspondence, documents or reports.
Experience coordinating, tracking, and responding to program assignments.
Application indicates the willingness to travel up to 30%.
Application indicates willingness to work beyond normal work hours of 8:00 AM – 5:00 PM

Nice To Haves

Experience with first responders, disaster services or related field, preferred.

Responsibilities

Coordinates day-to-day activities and assists in managing the CCP's administrative operations.
Performs complex human resource and technical assistance work, ensures assignments are completed in a timely and accurate fashion and in accordance with state, federal and local law rules and regulations.
Prepares and reviews operational reports related to the CCP.
Serves as the primary contact for office management and ensures program staff have the necessary tools and resources to carry out program related activities and job duties.
Monitors program budgets and coordinates facility and IT requirements.
Assists the program staff regarding travel arrangements and reconciliation.
Assists in the design and implementation of HHSC policies by establishing standards and procedures.
Provides guidance and consultation on program policies, procedures, technical issues, and applicable rules and regulations, and assists in the closeout of the CCP grant.
Assists in the development of schedules, priorities, standards, and evaluation of standards for achieving short-term and long-term goals.
Analyzes internal processes, develops recommendations, and implements procedural and policy changes to enhance operations.
Identifies issues and risks and makes recommendations for changes within the program's daily operations.
Serves as liaison to other program staff and other agencies or HHS divisions concerning DBHC managed disaster assistance programs and initiatives.
Provides advanced consultative services and technical assistance to staff in the development and implementation of disaster assistance program activities and initiatives.
Identifies issues and facilitates appropriate action, including completion of executive level assignments.
Plans and executes special and administrative disaster assistance program assignments and projects.
Directs the development and implementation of filing systems and records management procedures for the CCP, ensuring an efficient and organized electronic and paper document filing system.
Ensures compliance with all applicable federal, state, local laws, policies, procedures, rules and guidelines.
Plans and coordinates grant required workshops and training courses.
Assists in creating job postings, and screening, interviewing, and recommending candidates for employment.
Assists in the development, preparation and review of operational and special reports.
Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports.
Provides direction, reviews and approves work products.
Prepares and maintains organizational charts.