Staff Services Officer III

TX-HHSC-DSHS-DFPS • Austin, TX

5d • Onsite

About The Position

Performs complex (journey-level) staff services work across multiple staff and business services functions, such as human resources, accounting, budgeting, purchasing, training, payroll, travel, records management, and property management. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Requirements

• Experience in office management, business administration, human resource administration, or budget preparation work.
• Knowledge of agency programs, policies, and procedures; the methods, principles, and practices of the agency; fiscal or budgeting techniques and practices; and office management and human resource administration.
• Skill in coordinating activities, in the use of a computer and applicable software, in writing and editing technical reports, and in critical thinking.
• Ability to study and evaluate programs and propose recommendations; to communicate effectively; and build, establish, and maintain effective working relationships.
• Must pass a background check and if applicable a driver’s record check.
• Must maintain the security and integrity of critical infrastructure.
• Must be familiar with WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.
• Must provide documentation to DFPS to show their identity and authorization to work in the US.

Nice To Haves

• Graduation from an accredited four-year college or university with major coursework in human resources, public or business administration, or a related field is generally preferred.
• Experience and education may be substituted for one another.

Responsibilities

• Performs work across multiple staff and business services functions, such as human resources, accounting, budgeting, purchasing, training, payroll, travel, records management, and property management.
• Provides administrative and operational support across multiple business functions (e.g., HR, accounting, budgeting, purchasing, payroll, travel, and 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.
• 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 staff services 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, 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.
• Orders merchandise, supplies, and equipment in accordance with state and agency requirements.
• Procures merchandise, supplies, and equipment by preparing and submitting purchase 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.
• 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.
• Analyzes internal processes and assists with recommending and implementing procedural or policy changes to improve operations.
• Reviews and maps current workflows to identify inefficiencies, gaps, or redundancies, and documents findings with data-driven analysis.
• Collaborates with stakeholders to recommend and implement process or policy changes, developing updated procedures and supporting rollout through guidance or training as needed.
• Coordinates, participates, and assists with developing job postings and screening applicants, and answers policy and procedure questions on promotions, demotions, merit increases, disciplinary actions, transfers, and discharge of employees.
• Coordinates and assists with the development of job postings and applicant screening processes, including reviewing applications and supporting selection activities in accordance with policy.
• Provides guidance and responds to inquiries regarding personnel policies and procedures, including promotions, demotions, merit increases, disciplinary actions, transfers, and employee separations.
• Processes employee payroll changes, handles employee leave requests, and serves as a leave coordinator.
• Processes and updates on employee payroll changes (e.g., hires, separations, promotions, and pay adjustments) accurately and in compliance with payroll and agency requirements.
• Coordinates and administers leave, including reviewing and tracking leave requests, ensuring proper documentation, and serving as the primary point of contact for leave-related guidance.
• Maintains equipment, materials, and supplies.
• Maintains 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.
• Plans and conducts workshops and/or training programs.
• Plans, designs, and delivers workshops and training programs by developing 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.
• Prepares and tracks all procurement requests in accordance with all state and agency requirements.
• 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.
• Processes purchase orders, coordinates, and monitors expenditures, and maintains inventory.
• Processes and manages purchase orders by preparing documentation, verifying approvals, and ensuring compliance with procurement and fiscal policies.
• Coordinates and monitors expenditures and inventory levels by tracking spending, reconciling records, and maintaining accurate inventory documentation to support fiscal accountability.
• Coordinate varied records processing activities requiring the application of well-defined policies and procedures.
• Coordinates 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.
• Respond to inquiries and interpret rules, regulations, policies, and procedures.
• Responds to inquiries from staff and management by interpreting and explaining applicable rules, regulations, policies, and procedures in a clear and accurate manner.
• Provides guidance to ensure proper application of policies and procedures, researching issues as needed and coordinating with appropriate offices to resolve questions or concerns.
• Develop and maintain records and filing systems, which include performing records retention work and coordinating with staff on disposal of records according to the agency retention schedule.
• Develops and maintains records and filing systems by organizing files, ensuring accuracy and accessibility, and performing records retention activities in compliance with agency requirements.
• Coordinates with staff on the proper disposal of records by applying the agency retention schedule, documenting actions, and ensuring records are securely and appropriately destroyed.
• Perform facilities management functions such as submitting work order requests, completing facilities reports, and monitoring the entry and security systems.
• 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.
• Plan and coordinate special and administrative assignments and programs.
• Plans and coordinates special and administrative assignments and programs by defining objectives, timelines, and resource needs to ensure successful execution.
• Monitors progress and supports implementation of assigned programs, coordinating with staff and stakeholders to resolve issues and ensure alignment with organizational goals.
• Coordinate activities among management and staff in identifying issues and facilitate appropriate action.
• Coordinates communication and collaboration among management and staff to identify operational issues, gather input, and clarify concerns.
• Facilitates and supports appropriate actions to address identified issues by assisting with problem‑solving, tracking follow‑up activities, and ensuring alignment with policies and objectives.
• Performs related work as assigned.

Benefits

• 100% paid health insurance for you, and 50% paid for eligible family members
• Retirement plans with lifetime monthly payments after five years of state service
• Options to save even more with 401(k) and 457 plans
• Paid vacation, holidays, and sick leave
• Optional dental, vision, and life insurance
• Flexible spending accounts for added tax savings on health and dependent care
• Employee discounts on things like gym memberships, electronics, and entertainment
• Public Service Loan Forgiveness

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level