Operations Specialist

TX-HHSC-DSHS-DFPS•Austin, TX

1d•Hybrid

About The Position

The Operations Specialist (Program Specialist V) supports the Government Relations (GR) team across business and operational needs. The individual will work under limited supervision, with considerable latitude for the use of initiative and independent judgment. The role requires a strong understanding of the Texas legislative process, diplomacy and discretion in communications with elected officials and staff. The Operations Specialist supports GR during regular and interim legislative sessions. The hours and times required to participate may vary from established work hours.

Requirements

Knowledge of the state of Texas legislative process.
Knowledge of HHSC and how it impacts other state agencies.
Knowledge of modern methods of office administration and technology.
Knowledge of proper English usage, spelling, grammar, and punctuation.
Skill in using office software such as SharePoint, PowerPoint, and Microsoft Office (including Excel, Outlook, and Word), Adobe PDF, etc.
Skill in communicating effectively, verbally and in writing, with all levels of agency staff, stakeholders, and legislative members and their staff, with an emphasis on precision, sensitivity, and diplomacy.
Skill in customer service.
Skill in building and maintaining effective working relationships.
Ability to initiate and manage professional interactions and provide high-quality support.
Ability to independently prioritize, plan, coordinate, and organize multiple tasks simultaneously and quickly adapt to changes and timeframes.
Ability to learn and navigate various software tools related to task or project management.
Ability to gather, assemble, correlate, and analyze facts.
Ability to prepare reports and correspondence.
Ability to develop, evaluate, and interpret policies and procedures.
Ability to apply principles of time management.
Ability to communicate both in writing and verbally.
Ability to take initiative to improve processes, respond to urgent issues, and maintain confidentiality.
Ability to work under pressure and meet deadlines.
Ability to communicate effectively and to provide guidance to others.
Experience working with the Texas Legislature and legislative process.
At least two years of experience in business administration, information technology, or human resources.
At least two years of professional experience working with standard software applications, including Excel, Word, Visio, PowerPoint, Adobe Professional, and SharePoint.

Nice To Haves

Experience in business processes and operations coordination or office management is preferred.
Project management experience is preferred.

Responsibilities

Prepares, reviews, and edits legislative correspondence, legislative reports, and responses to constituent inquiries for accuracy, clarity, and statutory compliance (for legislative reports) prior to submission.
Manages the legislative reports tracking system to ensure timely external distribution.
Develops executive-level briefing materials (e.g., documents, presentations, correspondence, briefs, memos, report timelines, and complex tables) as directed.
Coordinates and tracks legislative inquiries and requests; clarifies requirements as necessary, and monitors progress against deadlines.
Coordinates with GR directors on staff assignments and ensures responses are completed in accordance with GR policies and procedures.
Answers and routes calls, monitors the GR mailbox, and supports the constituent services team by coordinating and resolving constituent inquiries, and interacts with legislative offices in coordinating responses.
Responsible for special projects as directed.
Supports the operational and related administrative functions of the GR office.
Participates in the development of administrative policies, procedures, and standards in accordance with GR objectives and goals; maintains GR policies and procedures manual.
Analyzes and makes recommendations for changes to operational improvements within GR.
Prepares and provides training on changes to GR policies, procedures, and processes.