Program Management

TX-HHSC-DSHS-DFPS•Harlingen, TX

3d•$3,581 - $5,372•Onsite

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. Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you! The Program Specialist I reports to the Assistant Director of Administration (ADOA) and performs routine administrative, clerical, technical, procurement, and program support functions at Rio Grande State Supported Living Center to support client services and facility operations. Under the guidance of the Assistant Director of Administration, the position identifies, develops, recommends, and implements process improvements that support administrative operations and affect internal and external stakeholders. Provides consultative and technical assistance to administrative, professional, and technical staff at RGSSLC by researching issues, gathering information, explaining procedures, coordinating responses, and supporting completion of administrative and facility business processes under moderate supervision. Supports facility business operations by serving as administrative support to the Assistant Director of Administration; coordinating facility paymaster activities; coordinating service-based and blanket requisitions; reviewing facility trust fund processes for compliance; serving as backup to the CAFM specialist; using the Procurement and Contracting Services ProCard; providing localized ProCard process training to facility staff; coordinating reimbursement processes; and serving as a liaison for mobile telecommunications matters. Disseminates administrative and management reports; tracks training compliance; and monitors work order compliance related to Plans of Correction, Plans of Improvement, and deficiencies identified by the State Fire Marshal’s Office. Performs other duties as assigned and maintains a valid Texas driver’s license with an eligible driving record in accordance with HHSC requirements.

Requirements

Knowledge of administrative support practices, office procedures, records management, and agency policies and procedures related to facility operations.
Knowledge of purchasing, requisition, reimbursement, payroll, training compliance, and administrative tracking processes sufficient to support routine facility business operations.
Knowledge of facility business operations, including paymaster activities, reimbursement coordination, service-based and blanket requisitions, facility trust fund processes, mobile telecommunications coordination, and work order compliance tracking.
Knowledge of Procurement Credit Card processes, transaction documentation, compliance requirements, and localized training practices sufficient to support facility staff and maintain accurate purchasing records.
Skill in using standard office equipment, agency computer systems, and software applications, including Microsoft Office Suite, spreadsheets, SharePoint, CAPPS Financial, and other applicable facility systems.
Skill in preparing, reviewing, organizing, and maintaining accurate paper and electronic records, reports, correspondence, forms, requisitions, transaction logs, and other administrative documents.
Skill in communicating clearly and professionally, both orally and in writing, with supervisors, coworkers, vendors, program areas, facility staff, and external customers.
Skill in researching issues, gathering information, explaining procedures, coordinating responses, and providing consultative and technical assistance to administrative, professional, and technical staff.
Skill in using facility systems and processes related to CAFM, CAPPS Financial, SharePoint, requisition tracking, training compliance, work order monitoring, and administrative reporting.
Ability to interpret and apply policies, procedures, instructions, guidelines, and business processes accurately and consistently.
Ability to perform moderately complex administrative support duties and technical program assistance with attention to detail, accuracy, confidentiality, and timeliness.
Ability to exercise sound judgment, prioritize assignments, manage competing deadlines, and make decisions in accordance with established policies and procedures.
Ability to follow oral and written instructions, compose effective correspondence, and prepare clear reports, memoranda, minutes, and other written materials.
Ability to recognize, safeguard, and protect state property, equipment, records, supplies, and resources from loss, misuse, pilferage, theft, or manmade destruction.
Ability to establish and maintain effective working relationships with supervisors, peers, coworkers, program staff, vendors, customers, and external contacts.
Ability to identify, develop, recommend, and implement process improvements that support administrative operations, facility business processes, and internal and external stakeholder needs.
Ability to monitor compliance-related administrative activities, including training compliance, Plans of Correction, Plans of Improvement, State Fire Marshal deficiencies, trust fund process reviews, and work order follow-up.
Graduation from a standard senior high school or equivalent
Experience in writing reports.
One (1) year experience in administrative support duties and complex technical program assistance for a large institution.

Nice To Haves

Three (3) years of experience in administrative support duties and complex technical program assistance.
Experience CAFM, CAPPS Fin, SharePoint
Experience in working with people who have mental health/intellectual developmental disabilities.

Responsibilities

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Serves in an on-call rotation to respond to serious incidents.
Protects state property, equipment, supplies, records, and other resources from loss, misuse, pilferage, theft, or manmade destruction by following established agency and facility procedures.
Performs administrative, clerical, and technical support functions for routine assignments and special facility projects, including preparing documents, forms, reports, correspondence, spreadsheets, meeting materials, and minutes as directed.
Assists the ADOA by gathering and reviewing vendor information, obtaining quotes, preparing purchasing documentation, and entering requisitions into CAPPS Financial in accordance with applicable procurement procedures.
Enters, monitors, updates, and reports the status of facility requisitions to support timely purchasing, payment processing, and communication with program areas, vendors, and administrative leadership.
Prepares, organizes, and distributes mail, management reports, correspondence, payroll materials, memoranda, training records, forms, and other administrative documents to ensure accurate and timely communication across the facility.
Communicates professionally with internal and external customers to provide, request, exchange, or verify information; respond to inquiries; identify concerns; route issues appropriately; and assist in resolving administrative, purchasing, payroll, training, or facility support matters.
Procures materials, supplies, and services locally as directed through approved procurement methods and in compliance with agency purchasing requirements.
Supports leadership in reviewing, maintaining, and reconciling Procurement Credit Card transaction logs to help ensure accuracy, completeness, appropriate documentation, and compliance with established procedures.
Coordinates facility paymaster activities, reimbursement processes, service-based and blanket requisitions, facility trust fund process reviews, mobile telecommunications liaison duties, localized ProCard process training, and backup CAFM support to help maintain facility business operations and compliance.
Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.