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Staff Services Officer I
2 months ago
Under the supervision of the Public Health Region (PHR) 2/3 Immunization Manager, the Staff Services Officer I performs routine (journey-level) administrative and technical program support for the immunizations team in both regions 2 and 3 including, but not limited to, general office duties; accounting, budgeting, purchasing and records management; entering and tracking data for reports; participating in regional assignments; assisting in the dissemination of program information to public, healthcare providers, and DSHS regional staff. They assist with outreach events and assist other immunizations team members with data entry and other tasks as needed and provide responses to general inquiries from community members by phone or email. This position prepares and monitors purchasing requisitions, enters requisitions, manages purchasing inquiries, tracks and reviews travel, and compiles data documenting expenditures. Works under moderate supervision with limited latitude for the use of initiative and independent judgement. Coordinates immunization program budget and purchases with the Public Health Nursing Administrative Assistant and Manager. Member of the Incident Command Structure in response to public health emergencies. Must comply with HHS, DSHS, and Texas Department of Public Safety applicable policies/procedures/standards. Must be able to work Monday-Friday, 8:00 a.m. - 5:00 p.m. This is an in-person position. Independent travel (10%) is required to meet the essential job functions of this position. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
General Support Duties: Answer and direct phone calls, takes messages, disseminates needed policy/procedures or other information, open and process incoming mail, coordinate large mailings. Routinely provides coverage of general inquiry phone number and email, during office hours. Compiles data from various sources and submits for review to Immunization Program Manager. Assists with retrieval of immunization records through ImmTrac2 according to established protocol. Performs other duties as assigned and required to support program operations- such as assisting regional vaccine consultants with data logger requests, and data entry assistance for population assessments. Maintains files/records, record keeping and serves as record retention coordinator for immunizations team. Ensures compliance with state and federal guidelines. Assists with travel claim questions from the immunizations team. Assists immunizations program team at outreach events and training visits as needed. Assists Program manager with arranging interviews and posting vacant positions. These activities require independent travel throughout the State of Texas. (40%)
Purchasing and procurement: Prepare and monitors purchasing requisition requests, enters request into system, manage inquiries from central purchasing, and completes receiver and claim forms for the Immunization Program. Compiles, enters and tracks data for charts, graphs, and databases using CAPPS Financial, and prepares purchasing reports. Manages and coordinates use of shared rental vehicle as needed. Manages and tracks inventory of items for the immunizations program. Proactively coordinates purchase requests with program team members each year in order to meet the multiple different purchasing deadlines each fiscal year. These activities require independent travel throughout the State of Texas.(30%)
Budgeting and accounting: Monitor and collects electronic travel vouchers for program funded travelers and verifies travel funding codes. Tracks expenditures associated with voyager gas card by program staff. In coordination with the Program Supervisor, develops annual budget and forecasts budget expenses for each fiscal year; presents these budgets and forecasts with the program supervisor during quarterly regional budget meetings. Coordinates with regional budget analyst and fiscal team. Coordinates budget planning with Public Health Nursing leadership team. (25%)
Disaster response/recovery: May be required to work other than normal business hours in order to respond to public health emergencies. May require an alternate shift pattern assignment and/or location. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response/recovery/Continuity of Operations activation- requires completion of at least Incident Command System , , and courses. Maintains compliance with DSHS Policy, Fleet Operations and Management & Procedures and Standards, and a current valid Texas Driver's License.
(5%)
Knowledge Skills Abilities:
Knowledge of basic purchasing, budget, and fiscal concepts; basic mathematical computations; the use and application of spreadsheets and word processing; general office practices; customer service techniques; fundamental principles of project and time management.
Skill in communicating in an effective and diplomatic manner; both verbally and in writing; in basic mathematical computations; the use of standard office equipment and software such as excel and Microsoft word; effectively organizing, tracking, and developing written and electronic documents.
Ability to: learn new tasks, concepts, policies and procedures; format, proof-read, and correct documents; set up and maintain electronic and manual filing systems; prioritize and complete multiple tasks and meet strict deadlines; communicate effectively, respectfully and with diplomacy with members of the public, as well as team members and external partners through telephone, email, and in person; work independently with moderate supervision; maintain the privacy of confidential information; establish and maintain effective working relationships with others; travel independently throughout the state of Texas.
