Consumer Protection Staff Services Officer V

TX-HHSC-DSHS-DFPS • Austin, TX

7d • $4,523 - $7,254 • Onsite

About The Position

Under the direction of the Associate Deputy Commissioner, the Staff Services Officer (SSO) V performs advanced (senior level) staff services work for the Consumer Protection Division (CPD). The SSO V supports Division 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, Division administration, human resources, training, employee engagement, purchasing, IT coordination, records and property management, and business continuity.
Serves as Division Team Lead for purchasing and requisitions. Leads and/or advises on assignments, special projects, policies and procedures, affecting most areas of the Division. Identifies needed areas of operational change or improvement in the Division and makes recommendations. Prepares reports for CPD. Provides back-up assistance to fellow CPD office staff. Answers calls and disseminates messages. Represents the Division to internal and external stakeholders. Coordinates meetings and conference calls. May manage calendars and emails for CPD’s Associate and Deputy Commissioners.
Works under minimal supervision with extensive 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

• Office management, purchasing, and training techniques
• State government organization and administration
• State purchasing regulations and policies
• Facilitation, negotiation, conflict resolution, problem solving, and team building skills
• Project management and task prioritization skills
• Skill in using software, such as Microsoft Office and internet browsers
• Skill in preparing and editing high level written reports and correspondence
• Skill in providing consultation and technical assistance
• Ability to communicate effectively, both verbally and in writing
• Ability to establish goals and objectives
• Ability to facilitate projects and work effectively with teams
• Ability to maintain effective working relationships with internal and external stakeholders
• Ability to organize and prioritize workload and meet deadlines
• Ability to maintain confidentiality
• Ability to perform work with a high degree of attention to detail
• Ability to take initiative to improve processes
• Ability to develop administrative policies and procedures
• At least four years of experience providing administrative, general office, or clerical support.
• Experience in purchasing and processing financial requisitions is preferred
• Experience using Microsoft Office at an advanced level, particularly Outlook, Word, and Excel is preferred.

Nice To Haves

• 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 Division-wide property procurement, management, and inventory control activities.
• Serves as Lead Purchaser and Supply Coordinator for the Division Office, and assists and trains purchasing coordinators and Managers throughout the Division.
• Maintains a Pro-card, and assists with Division-wide purchases, when a Pro-card is needed.
• Tracks and monitors items and assures 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 Division needs and assures supplies are stocked accordingly.
• Plans ahead to assure new employees have computers, cell phones, badges, and other necessary supplies on their first day.
• Receives and distributes service and retirement awards and gifts.
• Prepares and oversees special projects and assignments.
• Oversees the planning, implementation, coordination, and tracking of assignments using facilitation skills, project planning tools, and prepares reports utilizing various software, including Microsoft Office.
• Serves as the CPD Point of Contact (POC) for building and equipment repairs and maintenance concerns.
• Tracks work orders and follow-ups to ensure orders have been completed and issues effectively resolved.
• Coordinates with DSHS Operations and the Texas Facility Commission (TFC) for surplus, property, and building issues.
• Assigns building access badges and keys to staff.
• Maintains updated office and cubicle assignments and information.
• Maintains Division copy and fax machines and related supplies, and communicates with maintenance when repairs are needed.
• Answers the Division Office phone and disseminates messages and voicemails for response.
• Manages CPD shipping accounts (e.g. FedEx), and uses these services for timely Division Office mailings.
• Serves as a resource and trainer for other Shipping Coordinators throughout the Division.
• Serves as CPD’s Records Retention and Open Records Coordinator and POC.
• Maintains related tracking databases.
• Provides technical advice and assistance to Division personnel in administrative policy and procedure matters.
• Shares CPD Fleet Coordination duties.
• Tracks, analyzes, and pays state vehicle tolls; tracks state vehicle mileage and fuel bills; and maintains tracking databases.
• Provides support and back-up for new hire and other human resources activities at the Division level.
• Assists with new employee onboarding and orientation, as needed.
• Assists fellow Division Office staff in proper receipt and dissemination of mail, cash receipts, and payroll; maintaining Division-wide organizational charts and contact lists.
• Books conference rooms for CPD staff; maintains and equips CPD conference rooms.
• Works with print shops for mass printing and annual calendars, and assists Purchasing Coordinators throughout the Division with print shop orders.
• Other duties as assigned.

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: Senior