Program Specialist I

TX-HHSC-DSHS-DFPS • Austin, TX

4d

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.

Assists Business Services Managers (BSM) and Business Services Officers (BSO) by providing administrative support in handling and resolving facility issues within Region 00. Monitors Facility Services (FS) mailbox for facility issues, program requests, and assigns work tasks to staff based on requests. Monitors and/or handles repair calls for facilities. Acts as the site owner for the North Austin Complex conference room reservation system. Train HHSC staff on the proper use of the conference room booking system. Ensures appropriate business services records are maintained. Maintains records, files, and prepares routing reports for all transactions. Provide security permissions to staff, process ID badge requests, perform receptionist/ switchboard duties, and process purchase request forms for services/goods as needed. Provides support to FS staff leading projects. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Performs administrative work for assigned area and prepares routine or special reports.

Requirements

• Knowledge of agency policies, procedures, and ability to interpret them.
• Knowledge of office management principles and practices.
• Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.
• Skill in managing multiple priorities.
• Skill in organizing and prioritizing workload.
• Ability to communicate both orally and in writing.
• Ability to develop and maintain effective working relationships with both internal and external customers.
• Ability to prepare concise reports.
• Ability to respond to public inquiries in a timely manner.
• Ability to provide training and direction to others.
• Valid Class C Texas Driver's License.
• High School diploma or GED is required.
• Knowledge of office machines/equipment i.e., copiers, fax machines, telephone.
• Knowledge in computer usage such as Microsoft Office.
• Ability to communicate effectively in writing as demonstrated in the application.

Nice To Haves

• Preferred experience in performing administrative work

Responsibilities

• Provides direct customer support by answering phones and email for the Facility Resource Center Mailbox.
• Monitors requests, creates and assigns work tasks on facility maintenance and repair issues into the Computer Aided Facility Management (CAFM) database.
• Refers issues to Business Services Officer and/or Business Manager as appropriate.
• Follows up with customers.
• Acts as the site owner for the North Austin Complex conference room reservation system and represents FS as a liaison between FS, staff, and other state agencies by explaining program specifics and requirements.
• Train HHSC staff on the proper use of the conference room booking system.
• Maintains records, files, and prepares routing reports for all transactions.
• Provide security permissions to staff, process ID badge requests, perform receptionist/ switchboard duties, and process purchase request forms for services/goods as needed.
• Maintains electronic and manual filing systems; ensure filing systems are accurate, current and readily accessible; establish a process for distinguishing final work from drafts.
• Provides basic level technical assistance to others (for example, staff, contractors, volunteers, other organizations) on policies, procedures, rules, regulations, standards, or requirements.
• Communicates with others internally or externally to provide, exchange, or verify information, answer inquiries, address issues, or resolve/report problems or complaints.

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: High school or GED