Staff Services Officer IV

TX-HHSC-DSHS-DFPS•Austin, TX

8d•$4,263 - $6,779•Hybrid

About The Position

The Staff Services Officer for the Texas Health and Human Services Agency Finance department serves as the organizational center for key administrative and operational support, providing high-level assistance to directors and managers in a fast-paced, confidential environment. Working under minimal supervision and exercising considerable initiative and independent judgment, the role oversees executive correspondence, manages calendars and appointments, coordinates meetings, and supports special projects and workgroups. The position also ensures that documents, communications, and records are handled with accuracy, professionalism, and strict adherence to internal and external policies, including executive correspondence protocols, audit-related tracking, and records retention requirements. In addition, this role supports the day-to-day business operations of the department through coordination of human resources and recruitment activities, interview scheduling, personnel actions, training tracking, purchasing, software and subscription renewals, inventory maintenance, and other administrative functions. The position acts as a central point of coordination for multiple department-wide processes, helping ensure that operations run smoothly, deadlines are met, and leadership is supported effectively. This is a highly organized, detail-oriented role that requires discretion, strong communication skills, and the ability to manage competing priorities while supporting the mission and goals of the Agency Finance department.

Requirements

Knowledge of accepted business methods,
Knowledge of agency programs, policies, and procedures, principles, and practices.
Knowledge of agency fiscal and budgeting techniques and practices.
Knowledge of information technology solutions.
Knowledge of office management.
Knowledge of human resource administration.
Skill in coordinating activities, the use of a computer and applicable software, and critical thinking.
Skill in Microsoft Word to include advanced document formatting, editing, tracking and compliance with organization template requirements.
Skill in Microsoft Office Suite, to include basic to intermediate Excel.
Skill in Outlook to include managing multiple calendars and/or mailboxes.
Skill in SharePoint administration.
Ability to handle high level administrative issues,
Ability to analyze and solve work related problems,
Ability to communicate effectively,
Ability to write in a clear, concise and professional manner.
Ability to supervise and assign the work of others.
Ability to Interpret and apply agency policies and procedures.
Ability to analyze and improve processes where needed.
Ability to maintain strict confidentiality.
Ability to learn new software products.
Associates degree and two years’ experience in office management, administrative support or clerical work, or four years’ experience in office management, administrative support or clerical work.
Two years’ experience in Microsoft Office tools to include Word.
Four years of experience in office management with a bachelor’s degree preferred.

Nice To Haves

Preferred certification in Microsoft Office
Advanced Word and Outlook experience preferred.
Intermediate Excel and SharePoint experience preferred.

Responsibilities

Oversees the daily flow of correspondence and assignments for the Agency Finance directors and managers and ensures compliance with all internal/external policies for executive correspondence.
Facilitates writing correspondence in support of the Agency Finance directors and managers for all internal and external stakeholders.
Drafts, reviews, edits, and ensures correct format and protocol for Executive Clerk documents.
Tracks audit-related requests and responses for the Agency Finance department.
Assists the directors and managers of Agency Finance by overseeing the management of appointments, calendars, scheduling and coordination of meetings.
Takes and transcribes meeting notes as needed.
Oversees coordination and directs special projects and participates in work groups on behalf of directors and managers of the Agency Finance department.
Assists directors and managers with human resource policy, recruitment, and personnel action for the Agency Finance department.
Processes request of changes, moves, and new employees and prepares organizational charts.
Manages the interview process by coordinating with hiring directors and managers to schedule interviews, communicate logistics, and provide updates to ensure a smooth and efficient process.
Tracks required internal training and notifies staff of deadlines for completion.
Manages purchases, including software license and subscription renewals, by processing requisitions and coordinating closely with Purchasing and Accounts Payable to ensure expenditures are accurate, timely, and in compliance with agency requirements.
Oversees and maintains multiple department-wide inventory lists, ensuring records are accurate and up to date.
May coordinate travel arrangements and serve as leave coordinator of travel arrangements for staff.
Performs other duties as assigned required to meet the mission and goals of the Agency Finance Department.
Develops and maintains filing systems for training records, correspondence, audit findings, etc. and ensures all records are kept in accordance with the agency retention schedule.
Develops, modifies, and oversees the implementation of internal policies and procedures for streamlining business processes for the Agency Finance departments.