Program Specialist IV

TX-HHSC-DSHS-DFPS•Austin, TX

7d•$5,403 - $6,779•Onsite

About The Position

The Program Specialist IV position performs highly advanced administrative and technical assistance work for Child Care Regulation. Responsible for coordinating and overseeing high-level administrative operations and performs coordination and liaison functions for a wide range of issues and activities, including acting as a liaison for requisitions, record management, and external access inquiries. Coordinates and tracks assignments and activities. Recommends appropriate changes to administrative procedures and process improvement initiatives, makes travel arrangements, schedules meetings with internal and external entities, answers telephones and responds to inquiries, and works on special assignments. Position determines potential barriers to completion of department projects and facilitates resolution. In performing these duties, this position works with all levels of agency staff, external stakeholders, and the public. May provide guidance to other staff on requisition, travel, record management and other administrative needs. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Requirements

Graduation from high school or General education development (GED)
One (1) year experience in administrative support duties and complex technical program assistance
Expereince managing reports
Ability to effectively use a personal computer.
Ability to communicate effectively and to handle high level administrative issues and to assign work to others.
Ability to compose and produce correspondence and other documents.
Ability to work independently.
Ability to perform detail work.
Ability to maintain effective working relationships with others.
Ability to organize workloads.
Ability to set priorities and meet deadlines.
Ability to assume a variety of responsibilities.
Ability to maintain confidentiality.
Ability to exercise tact and courtesy.
Ability to meet and work with the public.
Ability to communicate orally and in writing.
Ability to make sound decisions under pressure and to work independently with minimal supervision.
Skill in preparing plans and reports.
Skill in establishing and maintaining productive working relationships, both internally and externally.
Skill in using the Microsoft Office Suite programs Outlook, Word, SharePoint, TEAMS, and Excel.
Skill in effective written and verbal communication.

Nice To Haves

Experience with records management preferred

Responsibilities

Maintains, tracks, and manages a large, fluid workload, responding to staff and administrative requests on a timely, and sometimes emergency, basis to ensure compliance with agency time frames and guidelines for response.
Manages and/or coordinates special projects on behalf of CCR State Office, makes travel arrangements, schedules meetings with internal and external entities, answers telephones and responds to inquiries, and works on special assignments.
May provide guidance to other staff on requisition, travel, record management and other administrative needs.
Serves as the CCR Record Management Coordinator.
In compliance with the record retention policy and procedures, collects, organizes, analyzes, and/or prepares materials for storage and response to requests for records.
Coordinates procurement processes for complex and major procurements, including facilitating between Finance, Procurement, Contracting Services, and other stakeholders.
Ensures compliance of departmental activities with HHS policies and procedures and state procurement laws.
Recommends appropriate changes to administrative procedures and process improvement initiatives.
Monitors, reviews, and evaluates compliance with program policies and procedures, statutes, and rules.
Establishes controls and priorities, analyzes problems, and resolves or escalates issues/problems.
Assists with developing program policy and procedures related to administrative operations.
Monitors Central Billing Accounting (CBA) reports, including available funds and expenditures for Child Care Regulation.
Serves as the lead designated SPARC user.
Reviews and submits SPARC requests for external users access.
Provide guidance and training to staff to ensure compliance with time frames and guidelines for SPARC submission.
Liaises with internal and external stakeholders to resolve issues relating to SPARC requests.
Communicates on a high level with internal and external stakeholders to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
Answers telephone assists callers and answers questions or refers to appropriate staff for handling.
Perform other duties as assigned.