Staff Services Officer III

Texas Health & Human Services Commission • Austin, TX

3d • $4,020 - $6,336 • Hybrid

About The Position

Under the direction of the Food & Drug Section Director, the Staff Services Officer (SSO) III performs complex (journey-level) staff services work for the Food & Drug Section (F&D). The SSO III supports section staff through the procurement, maintenance, and tracking of equipment, supplies, and facilities necessary to meet the mission. Conducts complex and critical staff services work related to planning, leading branch administration, human resources, training, employee engagement, purchasing, IT coordination, records and property management, and business continuity.
Serves as Section Team Lead for purchasing and requisitions. Leads and/or advises on assignments, special projects, policies and procedures, affecting most areas of the section. Identifies needed areas of operational change or improvement in the section and makes recommendations. Prepares reports for F&D. Provides back-up assistance to fellow F&D office staff. Answers calls and disseminates messages. Represents the section to internal and external stakeholders. Coordinates meetings and conference calls. May manage calendars and emails for F&D Section Director and Unit Directors.
Works under general supervision with moderate latitude for the use of initiative and independent judgment. Excellent communication skills and interpersonal skills are essential. Much of the work is self-planned and self-prioritized, and requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. Other duties as assigned.

Requirements

• At least four (4) years’ experience providing administrative, general office, or clerical support.
• Knowledge of office management, purchasing, and training techniques; state government organization and administration; and state purchasing regulations and policies.
• Skill in facilitation, negotiation, conflict resolution, problem solving, and team building; project management and task prioritization; using software such as Microsoft Office and internet browsers; preparing and editing high-level written reports and correspondence; and providing consultation and technical assistance.
• Ability to communicate effectively, both verbally and in writing; establish goals and objectives; facilitate projects and work effectively with teams; maintain effective working relationships with internal and external stakeholders; organize and prioritize workload and meet deadlines; maintain confidentiality; perform work with a high degree of attention to detail; take initiative to improve processes; and develop administrative policies and procedures.

Nice To Haves

• Experience in purchasing and processing financial requisitions is preferred.
• Using Microsoft Office at an advanced level, particularly Outlook, Word, and Excel is preferred.
• Graduation from an accredited four-year college or university with a degree in public or business administration; or a field related to Consumer Protection is preferred.

Responsibilities

• Serves as Team Lead for section-wide property procurement, management, and inventory control activities.
• Serves as Lead Purchaser and Supply Coordinator for the Food & Drug Section and assists and trains purchasing coordinators and Managers throughout the section.
• Tracks and monitors items and ensure invoices are paid in a timely manner.
• Works with IT staff and leadership to obtain and disseminate resources (computers, cell phones, office phones, etc.).
• Tracks section needs and assures supplies are stocked accordingly.
• Plans ahead to ensure new employees have computers, cell phones, badges, and other necessary supplies on their first day.
• Manages CPD shipping accounts (e.g. FedEx) and uses these services for timely Section Office mailings.
• Serves as a resource and trainer for other Shipping Coordinators throughout the section.
• Serves as the Food & Drug's Records Retention and Open Records Coordinator.
• Maintains related tracking databases.
• Provides technical advice and assistance to Division personnel in administrative policy and procedure matters.
• Provides support for new hire and other human resource activities at the Section Level.
• Assists with the Food & Drug Section new employee orientation.
• Prepares and oversees special projects and assignments.
• Oversees the planning, implementation, coordination, and tracking of assignments using facilitation skills and project planning tools; and prepare reports utilizing various software, including Microsoft Office.
• Shares CPD Fleet Coordination duties for F&D assigned Fleet.
• Tracks, analyzes, and pays state vehicle tolls; tracks state vehicle mileage and fuel bills; and maintains tracking databases.
• Actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
• Answers calls and disseminates messages.
• Represents the section to internal and external stakeholders.
• Coordinates meetings and conference calls.
• May manage calendars and emails for F&D Section Director and Unit Directors.

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