CFO Staff Services Officer V

TX-HHSC-DSHS-DFPS • Austin, TX

13d • Hybrid

About The Position

The Staff Services Officer plays an important support role within the Health and Human Services Forecasting Department. The position reports to the director of the Forecasting department in the CFO Division and performs complex administrative support work for the entire team. Work involves leading and assisting with project management and task tracking software or applications, tracking software seats/access and handling renewals, managing calendars and coordination of meetings, preparing meeting materials and documents, coordinating and assisting with human resources responsibilities, and processing/submitting purchase requisitions. Works under general supervision, with significant latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of office practices and administrative procedures. Preferred knowledge of state government applications but not required.
• Skill in the use of Microsoft Office, including Outlook, Teams, Excel, Word, and PowerPoint.
• Skill in the use of tracking and/or project management software.
• Skill in the use of standard office equipment and software.
• Ability to learn and navigate various software tools related to task or project management.
• Ability to independently plan, organize, prioritize and manage multiple work assignments to meet deadlines.
• Ability to multi-task simultaneous projects.
• Associate’s degree at minimum. Bachelor’s degree preferred.
• Demonstrates strong communication skill and attention to detail based on usage of grammar and format throughout the application process.
• One year of experience in various software related to task or project management. Experience can be gained through professional or academic work.
• Six months’ experience tracking human resource, correspondence or other similar documents.

Nice To Haves

• Certifications or training in Microsoft suite, such as Power Platform, Sharepoint or Visio preferred.
• Project management training preferred.

Responsibilities

• Leads and assists with project management and task tracking software or applications on a daily basis. Create and maintain recurring project templates, ensure timely creation of projects, ensure tasks are represented appropriately and that dates or other details within each project/task are accurate, archive projects and tasks as appropriate. Assist in monitoring progress of recurring projects and ad hoc tasks including checking status within the department to ensure updates are recorded timely.
• Leads monitoring of department shared inbox and request tracker on a daily basis. Ensures correspondence and task logs are handled timely, works with department staff as necessary to ensure request clarifications are handled and tasks are logged appropriately.
• Monitor or assist with calendars to document department leave, coordinate meetings (including meeting minutes as needed) and availability both internal/external to the department, and to ensure coverage for the department.
• Processes and submits purchase requisitions and software renewals for the department. Maintains record of seats and license details for software/tools used within the department. Assists with securing and understanding training opportunities for the department, including Linkedin Learning or other existing agency resources.
• Maintains or assists with internal and external department SharePoint sites, including the various resources contained within that support the department and agency.
• Coordinates and assists with human resources responsibilities. This includes all activities related to posting and hiring of positions including onboarding or offboarding of staff, position changes or department re-structures, and any other position actions. Aids in maintaining and developing confidential records or personnel documents. Keeps up to date about Human Resources-related policy matters to ensure compliance with State and Federal regulations and make recommendations for policies and procedures to ensure compliance with agency requirements. Prepares or assists in coordinating new employee orientation.
• Coordinates the preparation, development, and routing of senior-level correspondence to assignments such as memos to the Chief Financial Officer or Executive Commissioner (Action, Information, Staff Briefing, etc.). Assists in the preparation of materials for use in meetings and coordinates logistics.
• Other duties as assigned to support the department

Benefits

• Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree