Staff Services Officer

TX-HHSC-DSHS-DFPS • Austin, TX

17h • $4,020 - $6,000 • Onsite

About The Position

Under the general supervision of the Director of Operations in the Tuberculosis and Hansen’s Disease Section (Section), provides administrative and operational support across multiple business functions such as human resources, budgeting, purchasing, training, travel, records management, in accordance with established policies and procedures. Coordinates activities and information between staff and service areas to ensure timely, accurate processing of transactions and effective business operations. Works with moderate latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of DSHS policies and procedures for personnel, budgeting, purchasing, and travel.
• Knowledge of standard office practices and administrative procedures; agency functions and structure; sound administrative and management practices.
• Knowledge of email, word processing, spreadsheet, and database programs such as Word, Excel, Access and Outlook.
• Skill in organizing and tracking information and assignments.
• Skill in oral and written communication.
• Skill in time management and planning.
• Skill in public speaking and making presentations to large and diverse groups.
• Skill in communicating effectively both orally and in writing.
• Skill in the use of computer and related equipment including Microsoft Office to include email, word processing, spreadsheet, database, or presentation software programs.
• Skill in establishing and maintaining effective working relationships, including the ability to work with people under pressure, negotiate among multiple parties, and resolve conflicts.
• Ability to establish goals and objectives.
• Ability to devise solutions for administrative problems.
• Ability to develop and evaluate administrative policies and procedures.
• Ability to facilitate meetings and projects.
• Ability to work well with others in a team environment; establish and maintain effective working relationships with managers, supervisors, co-workers and other professional and administrative personnel; provide good customer service.
• Ability to manage and consolidate information.
• Ability to manage multiple tasks, work under pressure and meet short deadlines.
• Valid and current Texas driver's license
• Minimum two years' work experience implementing and maintaining policies and procedures regarding highly confidential records systems.
• Experience directly coordinating, tracking, and responding to executive assignments.

Nice To Haves

• Preference given to bachelor’s degree from an accredited four-year college or university.

Responsibilities

• Receives, tracks, and distributes assignments from IDP. Tracks, reviews and submits assignments from Section staff to IDP and establishes reasonable deadlines to receive responses from IDP. Maintains communication with IDP and Section staff on outstanding assignments to meet deadlines. Responds to IDP’s inquiries regarding personnel policies and procedures, including promotions, demotions, transfers, and employee separations.
• Provides technical assistance to division directors, section managers, and staff related to various staff services functions. Provides guidance and technical support to division directors, section managers, and staff on policies, procedures, and best practices to ensure compliance and consistency. Responds to inquiries and resolves issues related to staff services functions, researching regulations and coordinating with subject‑matter experts as needed to deliver accurate solutions.
• Prepares and submits procurement requests by gathering required documentation, verifying approvals, and ensuring compliance with all applicable state and agency procurement policies. Tracks and monitors procurement requests through completion, maintaining records, following up on status, and coordinating with purchasing staff to ensure timely and accurate processing.
• Procures merchandise, supplies, and equipment by preparing and submitting purchase order requests in compliance with state and agency purchasing policies. Monitors orders and coordinates with vendors and internal staff to ensure timely delivery, proper documentation, and adherence to approval and budget requirements. Monitors expenditures and inventory levels by tracking spending, reconciling records, and maintaining accurate inventory documentation to support fiscal accountability.
• Participate in preparing and conducting workshops, trainings and virtual meetings for the Section. Develop objectives, materials, and agendas aligned with organizational needs. Conducts and evaluates training sessions by facilitating instruction, engaging participants, and assessing effectiveness to support continuous improvement.
• Handles employee leave requests and serves as a leave coordinator. Reviews and tracks leave requests, ensuring proper documentation, and serving as the primary point of contact for leave-related guidance.
• Coordinates, participates, and assists with developing job postings and applicant screening process. Review applications and support selection activities in accordance with policy.
• Maintain inventory of equipment, materials, and supplies by monitoring usage levels, conducting periodic checks, and ensuring items are properly stored and secured. Coordinates maintenance, replacement, or replenishment of equipment and supplies to support operational needs and ensure availability in accordance with agency requirements.
• Coordinate records processing activities by applying established policies and procedures to ensure accuracy, consistency, and compliance with records management requirements. Reviews, organizes, and tracks records to support timely processing, proper retention, and retrieval of information across assigned activities. Coordinate with staff on disposal of records according to the agency retention schedule.
• Performs facilities management tasks by submitting and tracking work order requests and completing required facilities reports in accordance with established procedures. Monitors building access and security systems to support a safe and secure work environment, reporting issues or irregularities to appropriate staff.
• Coordinates and schedules travel for agency employees and serves as travel coordinator. Prepares reviews and processes travel tasks in accordance with established guidelines set forth with the Agency’s travel policies and procedures. Assists with all travel-related matters for leadership personnel, such as Hotel Engine software platform and state agency travel contract vendors.
• Prepares, edits, and distributes correspondence, reports, forms, and documents. Drafts, edits, and formats correspondence, reports, forms, and other documents to ensure clarity, accuracy, and compliance with standards. Distributes completed documents to appropriate audiences using established procedures, ensuring timely delivery and proper recordkeeping.
• Other duties as assigned including but 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.

Benefits

• insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree