Staff Services Officer III

TX-HHSC-DSHS-DFPS • Austin, TX

6d • Onsite

About The Position

Under the general direction of the Quality Improvement and Special Projects Manager for the Quality Assurance Unit operating with general supervision, performing complex (journey-level) staff services work for the unit. Works as the chief liaison between the unit and the division’s Laboratory Business Operations Unit for HR activities, purchasing/budget activities, travel coordinator, and other activities ensuring all agency assignments are completed per policy. Informs and coordinates activities regarding record retention policies. Coordinates unit space needs, moves, IT support/Telcom support when needed. Tracks open records request for the unit. Serves as the unit’s COOP coordinator. Aids in the development and on-going maintenance of COOP. Carries out and oversees special projects as requested. Participates in a wide variety of projects, as assigned, affecting most areas of the unit/division. Facilitates and coordinates administrative assignments and composes/edits responses. Coordinates and/or maintains the Quality Assurance SharePoint pages and/or Website. Updates section’s SharePoint pages as requested. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Requirements

• Experience in providing technical assistance and administrative support to management or staff such as preparing and completing reports, presentations, and/or documents.
• Experience planning, coordinating special and administrative assignments and programs.
• Experience in using Microsoft Office, including Outlook, Excel, PowerPoint, Teams, SharePoint and Word.
• Knowledge of office management, personnel administration, fiscal, purchasing methods and training techniques.
• Knowledge of human resource administration.
• Knowledge of office management.
• Knowledge of agency programs, policy, and procedures.
• Knowledge of fiscal or budgeting techniques and practices.
• Skill in facilitation, negotiating, conflict resolution and team building.
• Skill in coordinating activities: coordination, prioritization, and program evaluations with use of critical thinking.
• Skill in using computer, software, and applications: MS Office 365 such as SharePoint, Excel, PowerPoint, and Word.
• Skill in preparing/editing high level written reports and correspondence.
• Ability to analyze complex issues, draw appropriate conclusions, and initiate necessary actions to solve problems.
• Ability to interpret and apply agency policies and procedures.
• Ability to communicate effectively verbally and in writing.
• Ability to provide guidance to others.
• Ability to plan, assign and coordinate the work of others.
• Ability to direct program activities.
• Ability to establish goals and objectives.
• Ability to facilitate meetings and projects and work effectively with teams.
• Ability to supervise employees.
• Ability to work effectively with managers, co-workers, federal, state and local officials and their staff and the public.
• Ability to organize and prioritize workload and meet deadlines.

Nice To Haves

• Experience with procurement requests including submitting requisitions, reviewing invoices, and coordinating and monitoring expenditures.
• Experience using and maintaining SharePoint pages.
• Experience in staff services officer functions, including human resources support, travel, and/or security rights (badge, computer, etc.).
• Experience using PowerApps is a bonus such as Power Query, Power Pivot, Power BI, etc.

Responsibilities

• Works as a liaison between the unit and the PHLD Laboratory Business Operations Unit for HR activities and other activities ensuring all agency assignments are completed per policy.
• Plans, coordinates, and performs staff services functions for HR activities including but not limited to the coordinating with the hiring panel to schedule applicant interviews, corresponding with candidates, assisting 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 in interpreting and ensuring compliance with applicable federal, state, and regulations to advise and answer policy and procedural questions including but not limited to new hires, promotions, demotions, merit increases, transfers, etc.
• Coordinates activities among management and staff in identifying issues and facilitates appropriate action.
• Serves as the point of contact for the unit’s human resource issues.
• Helps coordinate New Employee Orientation (training) and helps ensure required documentation (records, certifications, diplomas, and other needed documentation to meet regulatory requirements) are properly filed.
• Serves as either the primary or secondary point of contact for needed clarifications or information associated with purchasing/budget activities and travel coordination.
• Prepare and track procurement requests in accordance with all state and agency requirements for the unit.
• Responds to inquiries and required actions involving invoices and other budget related tasks.
• Works to complete PHLD Unit’s travel plans (both in-state and out of state travel) and communicates with division office on the plan.
• Coordinates travel arrangements and completes necessary assignments.
• Plans, carries out, and oversees special projects as requested.
• Participates in a wide variety of projects, as assigned, affecting most areas of the unit/division.
• Serves as a lead on program and/or project work teams activities designed to improve the overall relationship between units and with analyzing internal processes to recommend procedural changes to improve operations.
• Develops and maintains records and filing systems, which include performing records retention work and coordinating with staff on disposal of records according to the agency retention schedule such as maintaining, coordinating, and implementing the approved records retention schedule and reporting.
• Coordinates unit space needs, moves, IT support/Telcom support when needed.
• Plans, facilitates, and coordinates administrative assignments.
• Prepares, edits, and distributes correspondence, reports, forms, and documents.
• Maintains continuous communication and coordination with other units and division office to ensure the timely response to correspondence, inquires, reports, and other time-sensitive items.
• Prepares reports, memoranda, and conducts or facilitates meetings as needed.
• Coordinates needed unit updates to the Laboratory Services Manual and Fee Schedule.
• Assists with maintenance of distribution lists and organizational charts.
• Coordinates and/or maintains the Quality Assurance SharePoint pages and/or Website.
• Updates section’s SharePoint pages as requested.
• May be assigned tasks such as uploading new documents, flyers, etc. to internal facing SharePoint pages or initiating the process to update the section’s public facing website in accordance with the division and agency’s policy and procedures.
• Serves as the unit’s COOP coordinator.
• Aids in the development and on-going maintenance of COOP.
• Ensures that information is up-to-date and assists in the coordination and recruitment of staff to serve in this effort.

Benefits

• insurance coverage
• 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: No Education Listed