Staff Services Officer for Application Services

TX-HHSC-DSHS-DFPS • Austin, TX

5d • 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. The Staff Services Officer III reports to Deputy Chief Information Officer of Application Services. The position performs complex (journey level) staff services work. Work involves planning, directing, and overseeing staff services activities such as accounting, budgeting, travel arrangements for management, facilities and property management. Assists supervisor in establishing short-term and long-term goals and objectives for procurement and operational functions. Plans and coordinates the implementation of policies and procedures, responds to internal and external inquiries. Identifies issues and risks and makes recommendations for changes. Prepares and reviews the preparation of operational and special reports. Plans and coordinates the division's activities with other agencies, Health and Human Services Commission (HHSC) Information Technology (IT) divisions and vendors. Participates, reviews and provides recommendations for the development of team processes and procedures. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Performs other duties as required to ensure consistency, timeliness, and accountability.

Requirements

• Knowledge of modern methods of office administration.
• Knowledge of state government structure and functioning.
• Knowledge of human resources policies and procedures.
• Knowledge of policies and procedures for inventory and record keeping.
• Knowledge of proper English usage, spelling, grammar and punctuation.
• Skill in building and maintaining effective working relationships, exercising professional judgment, tact, discretion and diplomacy.
• Skill in developing document management/tracking systems.
• Skill in independently prioritizing, planning, coordinating, and organizing multiple tasks simultaneously and quickly adapting to changes and timeframes.
• Skill in the use of computer and office equipment.
• Highly proficient computer skills including Word, Excel, PowerPoint, Outlook, Teams, Visio, and SharePoint.
• Ability to communicate effectively, both orally and in writing.
• Ability to use initiative and independent judgment within established policies and procedural guidelines.
• Ability to interpret and apply policies and procedures.
• Ability to analyze and solve work problems.
• Ability to perform work with a high degree of attention to detail.
• Ability to take initiative to improve processes, respond to urgent issues, and maintain confidentiality.
• 5+ years of work experience in business process and operations coordination or office management is required.
• 5+ years of experience working for a large organization is required.

Nice To Haves

• Skill in PowerBI is a plus.
• Current or previous state experience is preferred.

Responsibilities

• Oversees day-to-day activities and manages the division's administrative operations; takes initiative in determining the best approach to solving complex issues, handles administrative issues; provides clarification of assignments and answers questions which include budget management, procurement, and similar subject matters; ensures timely completion of division's assignments and provides supervisor of assignment status. Reviews, approves, and assigns appropriate funding information to travel vouchers, invoices, contracts, and purchase requests, ensuring accuracy and sufficient justification to adhere to policy and procedure. Responds to internal and external inquiries. Provides and ensures a high level of confidentiality in all matters.
• Designs, implements, and maintains office policies by establishing standards and procedures. Develops schedules, priorities, standards, and evaluation of standards for achieving short-term and long-term goals. Analyzes internal processes, develops recommendations, and implements procedural and policy changes to improve operations. Identifies issues and risks and makes recommendations for changes to daily operations.
• Manages and coordinates the quarterly IT Procurement Forecast and Action Plan (PFAP) for Application Services, ensuring accurate and timely submission. Assists leadership with all staff onboarding and offboarding, including scheduling and coordinating panel interviews, conducting reference checks, issuing in-basket exercises, ordering and returning equipment, and collaborating with recruitment staff. Coordinates training and conference requests for Application Services staff and assists with registrations.
• Develops and oversees the preparation and review of operational and special reports. Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends and recommending process and policy improvements. Assists supervisor in establishing short-term and long-term goals and objectives for operational functions. Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, status updates, presentations, agendas, and special reports. Provides direction and reviews work products. Prepares and maintains organizational charts.
• Serves as liaison to other program staff and other agencies. Provides advanced consultative services and technical assistance to staff (internal and other HHSC divisions) in the development and implementation activities and initiatives. Identifies issues and facilitates appropriate action, including completion of executive level assignments. Plans, analyzes, and executes special and administrative assignments and projects.
• Maintains appointment calendar, schedules and coordinates meetings, coordinates travel arrangements, and processes travel reimbursements. Responsible for preparing meeting packets, disseminating meeting information and track action items through completion. Plans and coordinates office events.

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: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees