Staff Services Officer

4 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Staff Services Officer

The Staff Services Officer performs senior-level staff services and special projects support functions for the Division for Regional and Local Health Operations (RLHO) Office of the Associate Commissioner (OAC).

Participates in planning and oversight of complex staff services work to include project tracking activities across multiple support areas within RLHO Division Office. Develops, oversees, and analyzes methods to identify and track deliverables to ensure compliance with Division, agency, and legislative deadlines/requirements. Coordinates and tracks document and policy reviews, reports and other assignments and sets deadlines to ensure proper review and approvals, makes recommendations to improve processes and provides status reports to ensure timely and accurate completion. Provides senior-level staff services support regarding HHS, DSHS, and RLHO initiatives, legislative requests/assignments, and special projects. Primary point of contact for the Associate Commissioner, Deputy Associate Commissioner, and Director of Public Health Services.

Performs HR, position, and salary action requests to ensure compliance with HHS and DSHS HR policy. Assists with or may serve as the lead for developing and maintaining OAC administrative policies and procedures, scheduling and managing calendars. Oversees, coordinates, and performs travel arrangements and reimbursement functions, leave coordination and meeting support. Participates in employment interviews and new hire processes. Provides general administrative support to the administrative team as needed. Essential Job Functions:
(40%) Staff Services Support: Develops, oversees, and analyzes methods to identify and track tasks and deliverables to ensure compliance with Division, agency, and legislative deadlines/requirements. Coordinates and tracks policies for review/revision, reports and other assignments and sets internal deadlines to ensure proper review and approvals, monitors status to keep staff on task to ensure timely and accurate completion. Makes recommendations and implements process and procedural changes for improvement and provides status reports to project/task owners. Serves as primary point of contact for the Associate Commissioner (AC), Deputy Associate Commissioner and Director of Public Health Services on special assignments, travel, meeting coordination, and leave coordination.

(30%) Administrative Support: Coordinate and finalize information from RLHO Regions and programs for Leadership review/approval, and creating and editing documents, reports, presentations, and spreadsheets, performs travel support functions including making reservations, authorization and reimbursement functions, and itinerary preparation. Assists with or may lead the development and maintenance of OAC administrative policies and procedures, scheduling and calendar assistance, and meeting support. Participates in interview and new employee onboarding processes. Provides general administrative backup support to the administrative team as needed during absences or staff vacancies.

(10%) HR Support/Position and Salary Policy Exception Requests: Serves as backup to the OAC Administrative and HR Coordinator by processing HR, position, and salary requests that require approval for policy exception to ensure compliance with HHS and DSHS HR policy. Consults with HHS HR and/or DSHS BSP as needed when reviewing, analyzing, and preparing HRs, Action Memos, or other requests and ensures coordination with the OAC Operations and Business Services Unit. Prepares final documentation for Associate Commissioner or DSHS Commissioner approval though the formal agency process.

(5%) Fleet Coordination: Oversees fleet management as the Fleet Liaison for RLHO vehicles by ensuring work orders are submitted as appropriate, performing required fleet reporting, requesting vehicle maintenance, registering employees to operate state vehicles, ensuring entering data entry into the HHS fleet management system, maintaining a process for vehicle usage, and providing fleet training to ensuring that OAC staff are trained on and adhere to this process.

(5%) Records Retention/Management: Oversees records management systems as the Records Liaison with HHS Records Management. Ensures oversight and adherence to HHS policies and procedures, ensures RLHO Division points of contact receive required records training and individual record schedules are maintained and updated. Provides records management technical assistance and training as needed to Division records management points of contact.

(5%) Asset Management: Tracks and maintains IT equipment (computers, mobile devices, mifi, peripherals) in conjunction with the RLHO IT Liaison and non-IT equipment (office furniture and supplies, surplus, etc.).

(5%) Emergency response: May be required to work other than normal business hours in a direct response to public health emergencies. Actively participate and serve in a supporting role to meet the agency’s obligations for disaster response and recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Knowledge Skills Abilities:
Knowledge of:
•Basic office and administrative practices.
•Project management principles and processes.

Skill in:
•Managing and prioritizing multiple projects and deliverables/tasks. Use of the Internet, Outlook, Excel, PowerPoint, and Word.
•Preparing/editing executive level written reports, correspondence, spreadsheets, or presentations. Managing multiple executive staff calendars and schedules.
•Performing travel request and reimbursement activities.

Ability to:
•Coordinate activities and multiple assignments for various organizations.
•Communicate effectively verbally and in writing.
•Demonstrate effective time management and attention to detail.
• Plan, oversee, and coordinate the work of others.
•Establish goals and objectives.
•Investigate and gather information.
•Take initiative to research information that may not be familiar.
•Analyze complex issues, draw appropriate conclusions, and initiate necessary actions to solve problems.
•Work effectively with diverse groups.
•Adhere to administrative policies and procedures and provide consultation and interpretation.

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