Staff Services Officer III

TX-HHSC-DSHS-DFPS•Austin, TX

10d•$4,020 - $4,167•Hybrid

About The Position

The Staff Services Officer III (SSO III) performs complex (journey-level) staff services work for Health and Human Services Human Resources. This position provides customer support for general HR inquiries; manages departmental logistics; ensures the smooth execution of administrative programs and processes for all department areas; responds to HR general mailboxes; coordinates internal meetings and travel; supports department new hire and off boarding activities; maintains departmental resources and SharePoint content; assists with report preparation; manages department procurements and purchases; and assists with departmental internal and external event preparation. This position works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the HR Employee Programs Manager.

Requirements

Graduation from high school or GED.
Experience in office management, business administrative or HR administration.
Experience in providing customer service and responding to inquiries in a professional environment.
Knowledge of HHS agency policies, functions and operations
Knowledge of Human resources programs, processes, and terminology
Knowledge of State and HHS purchasing and travel policies and processes
Knowledge of Office management principles, practices, and best practices
Knowledge of Customer service principles and best practices
Skill in providing high-quality customer service and responding to inquiries in a timely, accurate, and professional manner
Skill in using standard office equipment and software, including Microsoft Office Suite, Teams, Visio, SharePoint, and HR-related applications
Skill in verbal and written communication, including explaining policies and procedures clearly and concisely
Skill in organizing, maintaining, and managing files, records, and data, including shared resources
Skill in planning, prioritizing, and coordinating multiple tasks and activities
Skill in managing emotionally charged situations and de-escalating conflict as needed
Ability to interpret and apply rules, regulations, policies, and procedures
Ability to implement and improve administrative systems and processes
Ability to maintain strict confidentiality and appropriately handle sensitive information
Ability to work independently with attention to detail while managing competing priorities and meeting deadlines
Ability to demonstrate professionalism, sound judgment, and diplomacy in all interactions
Ability to coordinate meetings, travel arrangements, and administrative logistics
Ability to process purchasing requisitions
Ability to work effectively under pressure in a fast-paced environment
Ability to work a regular work week schedule

Nice To Haves

Experience showing advancement to progressively more responsible administrative support roles preferred.
Experience working with Centralized Accounting and Payroll/Personnel System (CAPPS), state e-travel and purchasing system, or related HR/payroll administration software preferred.
Government or state HR experience preferred.

Responsibilities

Provides front-line support by managing the HR department’s mainline and designated mailboxes, coordinating and organizing incoming inquiries, and delivering timely, accurate responses, guidance, and information to agency employees, agency supervisors, and external partners.
Coordinates administrative operations for HR departments; prepares and tracks procurement requests in compliance with state and agency requirements; processes purchase orders, monitors expenditures, and tracks inventory; enters requisitions and coordinates IT actions for subscriptions and applications; manages mail and office supplies; and handles travel arrangements and related reports.
Updates and manages department resources including organizational charts, files, contact lists, SharePoint site content, HR communication archives, and other general reference materials.
Provides backup administrative support coverage and other duties as assigned.
Supports department administrative operations by coordinating new hire IT access and onboarding needs, collaborating with department leadership to ensure appropriate access is established, and managing off-boarding processes and access deactivation for departing department staff.
Prepares and compiles presentation materials and assists with all monthly staff meetings. Schedules meetings, reserves conference rooms, and coordinates room setup for HR leadership.