Division Staff Services Officer

2 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Division Staff Services Officer performs advanced staff services work related to administration, human resources, purchasing, and records and property management for the Office of the Chief State Epidemiologist Division. This position’s assigned work location is in Austin, Texas. Partial telework is available for discussion.

Primary Responsibilities:
•Provides guidance and direction on management activities and leads and/or advises on assignments, special projects, policies and procedures, and personnel matters.
•Represents the Division, as needed, to internal and external organizations and serves as a liaison for the Division and collaborates with other program areas to complete essential job functions.
•Participates in a wide variety of assignments related to assignment coordination and tracking, human resources, training, employee engagement, purchasing, IT coordination, and records and property management.

This position will work closely with Division leadership and their staff. Excellent communication skills and interpersonal skills are essential. Candidates must be flexible, dependable, and accountable to support division leaders and adjust to changing priorities. The work performed requires a high degree of professional independence, initiative, diplomacy, discretion, and tact. Essential Job Functions:
(30%) Oversees the workflow of assignments for the Division including tracking and managing assignments, responding to assignments including distributing memoranda, facilitating meetings, preparing reports, addressing inquiries and formulating resolutions to complicated issues, responding to open records requests, and ensuring action is taken on other time-sensitive items. Reviews written materials and advises Division staff.

(30%) In coordination with Division staff, manages key operations functions. Plans and coordinates travel. Manages Division purchasing. Serves as a liaison with IT. Coordinates Division space needs, moves, and IT support/Telcom support where needed. Responsible for informing and coordinating record retention policies and procedures for the Division.

(20%) Serves as the Division point of contact and provides HR support and assistance to senior management and section staff including consultations and guidance on highly sensitive and confidential personnel issues. Assists with hiring, interviewing, and completing the selection process with Division managers. Keeps abreast of Human Resources-related policy and procedures to ensure compliance with State and Federal regulations and provide assistance and guidance to management. Prepares and coordinates internal New Employee Orientation and employee transition and engagement.

(15%) Assigns and manages projects related to Division operations. Develops policies, procedures, and guidelines; ensures compliance with applicable laws and regulations; monitors for compliance; and periodically evaluates for revisions. Serve as team lead on program and/or project work teams and outreach activities designed to work effectively with Division and Sections.

(5%) Perform other duties as assigned including but are not limited to actively participating and/or serving in a coordinating role to meet the agency's obligations for disaster response and/or recovery or COOP activation. Such participation may require an alternate shift pattern assignment and/or location. Knowledge Skills Abilities:
Knowledge of human resources related policies, office management, personnel administration, fiscal, purchasing methods and training techniques.

Skill in facilitation, negotiation, conflict-resolution, team building, project management, editing/preparing high-level reports, and the operation of computers and software (e.g., Outlook, Word, Excel, and PowerPoint, Visio, and SharePoint).

Ability to plan, assign, and coordinate the work of others, maintain confidentiality, and analyze complex issues and take initiative to resolve complex problems.

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