CPS INV PD Clerk III

3 months ago

Houston, United States Texas Department of Aging & Disability Services Full time
Job Description:
CPS INV PD Clerk III

The position provides advanced (senior-level) clerical and general office support for the Program Directors of the Child Protection Investigation (CPI) Division, who manage a program area of approximately fifty employees. The Clerk works diligently to help maintain smooth office operations by planning, analyzing data, inventory control, assisting with human resource tasks, interpreting policy and procedures, provides professional and courteous assistance to our clients, families and stakeholders when needed, works well under pressure and is able to prioritize assigned tasks and deadlines. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement. The position interacts routinely with Texas Department of Family and Protective Services staff and the community.

As a Program Director Clerk, you will complete reports for the region and the program, which may cause you to have to work outside the normal workday to include the weekends. You may have to route cases to staff in the program or in the region. Essential Job Functions:
• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• Compiles, organizes, tracks and monitors various types of information, including but not limited to: agency random moment time studies, requests for any IT changes in hardware or information security and access, processes client services authorizations, accesses and provides information from the HHSC income eligibility database.
• Manages program related data entry and case tracking information into IMPACT such as maintaining on-call schedules, reviews, routes and logs courtesy requests and case transfers. Utilizes data warehouse for reports as well as information for internal or external stakeholders.
• Answers and screens telephone inquiries including managing client questions or complaints in a professional manner. Takes and routes messages, monitors and distributes faxes received. Opens and distributes incoming mail accordingly and processes all outgoing mail.
• Creates various correspondence and forms such as case staffing agendas, program meeting information, phone lists, organization charts, and will assist with meeting notes as requested.
• Maintains confidential program related documents such as performance evaluations, personnel records, case records, related files, and other documents to support work of the program area.
• Utilizes technology to maximize program efficiency and effectiveness by accessing applications to reserve conference and visitation rooms for meetings in various buildings throughout the program area, and assists staff with processing travel claims.
• Oversees supply inventory and creates purchase orders as necessary to ensure adequate supplies for all staff in office.
• May assist with switchboard operations, notarizing legal documents, and train new admins as needed. Performs other duties as assigned and required to maintain program operations.
•Attend trainings and meeting at various DFPS offices.
•May assist Program Director with preparation for meetings and trainings.
Knowledge Skills Abilities:
• Knowledge of office practices and administrative procedures.
• Skill in effective verbal and written communication and the ability to understand both verbal and written instructions.
• Skill in working and interacting in an office supporting several staff members.
• Skill in establishing and maintaining effective working relationships.
• Ability to work in dependently in a fast-paced environment.
• Ability to operate a personal computer and various software packages including Microsoft Word, Excel, and Outlook at an advanced level.
• Ability to effectively handle and prioritize multiple assignments in a dynamic environment.
• Ability to operate basic office equipment such as fax machines, copier, and printers.
• Ability to communicate in a courteous and professional manner.
• Ability to take initiatives and make sound judgements.

•Tracks and maintains control systems for various assignments made by the Program Director.

•Handles incoming and outgoing mail and maintain files for the Program Director.
•Performs other duties as assigned and required to maintain unit operations.

• Ability to be on-call on a rotating basis to assist with administrative duties.

•Performs other duties as assigned by regional and executive team administrative team.

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