Office Manager

TX-HHSC-DSHS-DFPS • Austin, TX

8d • Hybrid

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.
Reporting to the director of the HHS Office of the State Long-Term Care Ombudsman within the HHS Office of the Ombudsman, the Office Manager provides complex administrative support to the unit of eight staff. Facilitates communication to and from the director with all levels of staff within HHS and with other state and federal agencies, national advocacy organizations, consumers, service providers, and a diverse group of stakeholders including contractors and program volunteers. Researches, prepares and presents a variety of responses to client inquiries and correspondence related to the State Long-Term Care Ombudsman Program. Assists in the development and distribution of various documents and reports including packaging materials for mail. Makes travel arrangements, processes purchase requests and travel vouchers, distributes mail, screens long-term care ombudsman applicants, processes ombudsman applications, creates certification badges, and works on special assignments as requested. Certification as a long-term care ombudsman is required within three months of hire.

Requirements

• Knowledge of office practices and administrative procedures, including travel and procurement procedures.
• Strong organizational skills and the ability to multitask.
• Skill in standard office equipment and software, including Excel.
• Ability to implement administrative procedures and to evaluate their effectiveness.
• Ability to interpret rules, regulations, policies and procedures.
• Ability to perform database functions: entering, reporting, and retrieving data.
• Ability to listen and communicate effectively.
• Ability to respond successfully to customers.
• Ability to accept supervision and work on a team.
• The Office Manager must achieve certification as a Texas long-term care ombudsman within 90 days of hire and continuously maintain the certification.
• Applicant must have two years professional experience, preferably with older adults or adults with disabilities.

Nice To Haves

• Applicants with ombudsman experience and a college degree are preferred.

Responsibilities

• Enters work in web-based database, audits, and updates statewide records for program operations, including tracking logs. (20%)
• Arranges for staff travel, travel reimbursement, and purchase order requests (for example, hotel and transportation). (30%)
• Assists in screening and determining training compliance of new and renewing ombudsmen within the program, which includes about 400 renewing individuals and 100 new applicants annually. Prepares badges, certificates, and other documentation requirements, and distributes to local programs. (35%)
• Coordinates meetings, conferences, and seminars; assists in preparation and follow-up for semiannual statewide ombudsman training and monthly webinars. (15%)

Benefits

• Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees