Specialty Health Staff Services Officer
About The Position
The Specialty Health (SH) Staff Services Officer (SSO) works under the general direction of the Contract and Reimbursement Manager within the Community Services Department of the Health and Human Services Commission (HHSC). Performs several staff services functions such as administrative tasks, inventory, purchasing, monitoring electronic inboxes, routing correspondence, fax distribution, and records management. SSO provides assistance and support to managers, and staff, related to various office functions. Works closely with the Epilepsy (EPI), Navigate Life Texas (NLT), Kidney Health Care (KHC), Hemophilia (HAP), Blindness Education, Screening and Treatment (BEST) and Children with Special Health Care Needs (CSHCN) Services Program. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.
Requirements
- Graduated from an accredited high school or GED.
- Minimum of 3 years of experience in administrative support or staff services functions.
- Experience in supporting new hires and onboarding staff members on behalf of the office or team.
- Experience in purchasing program or office materials.
Nice To Haves
- Experience working in public health programs, healthcare services and benefits programs, or state agency programs.
- Experience in purchasing, including entering requisitions, processing purchase orders, and serving as a procurement cardholder.
- Experience with Texas HHS purchasing, including entering requisitions, processing purchase orders, and serving as a procurement cardholder.
Responsibilities
- Monitors and distributes emails/faxes for multiple programs. Reviews documents, reports, forms, and/or claims for accuracy, completeness, and legibility. Maintains confidentiality when reviewing sensitive and/or private information. Performs administrative tasks for all programs of SH, including filing, maintaining office supplies, editing documents, and handling general inquiries. Assists with or responds to administrative time-sensitive requests and assignments. Performs record retention work and coordinates with staff on disposal of records according to the agency retention schedule. Assists with IT and/or telephone related requests or needs and ensures workstations are set up and equipped properly. Assists with facility requests and other building maintenance issues. Coordinates travel and/or assists with travel claims. Coordinates with Specialty Health teams to ensure correspondence and mailouts are delivered and sent timely. Assists with receiving and distributing incoming mail. Assists with in-office mailing needs.
- Maintains scheduling and event calendars. Reserves conference and meeting rooms. Compiles materials for meetings, webinar support, virtual meetings, conferences, seminars, presentations, travel, and training. Serves as meeting facilitator and point of contact. Supports in taking meeting minutes and communicates meeting information. Attends meetings and/or training and contributes to overall effectiveness.
- Assists with preparing and tracking requests, processing orders, coordinating, and monitoring projects. Analyzes current processes to determine the need for improvements in work systems and procedures. Plans, develops, and implements procedures to assist the section in maintaining effective business practices and daily operations. Writes new procedures, revises, and edits current procedures and ensures that the final product is approved and distributed. Compiles and submits responses to open records requests. Assists with or responds to administrative time-sensitive requests and assignments. Completes monthly reports, monitor inventory, orders merchandise, supplies, and equipment in accordance with agency requirements.
- Assists with the hiring process. Coordinates with hiring panel, schedules applicant interviews, corresponds with candidates, and assists with hiring documentation and requirements. Participates in the new employee onboarding process to ensure administrative, IT, and HR tasks are met within appropriate time frames. Assists with maintenance of distribution lists and organizational charts.
- Participates or performs in program activities, meetings and projects and other duties as assigned.
Benefits
- 100% paid employee health insurance for full-time eligible employees
- a defined benefit pension plan
- generous time off benefits
- numerous opportunities for career advancement
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
