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Austin, Texas, United States Texas Department of Aging & Disability Services Full time{"Job Title": "Security Officer III", "Job Summary": "We are seeking a highly skilled Security Officer III to join our team at the Texas Department of Aging & Disability Services. As a Security Officer III, you will be responsible for maintaining a secure and protective environment at our state hospital by observing, taking action, and reporting incidents or...
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Staff Services Officer III
1 month ago
Under the general direction of the Operations Unit Director in the HIV/STD Section, performs complex administrative work for the Unit. Work involves handling administrative functions including preparing administrative procedures, monitoring invoice payments, handling suspense items, entering requisitions, reviewing, and submitting all travel requests, handling office supplies requests, preparing hiring and selection packets, ensuring participation in safety training, etc. Plans, develops, and implements work systems and procedures to promote operational efficiency and quality throughout the Unit. Develops procedures necessary to maintain efficient program operations. Performs responsible professional administrative and technical assistance work for all managers in the Unit and Unit staff. Coordinates completion of special assignments and responses to specific high-level requests. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(20%) Assigns, tracks, and approves tasks for the Operations Unit. These tasks include invoice reviews, mail-outs, letters, webinar support, data entry, purchasing, travel requests, and travel reimbursements that are requested by all Unit employees. Proofreads and approves tasks that are assigned to the Operations Unit. Acts as initial approver and monitor purchasing requests requested by the Unit. Serves as a subject matter expert on administrative procedures for the Unit. Provides input on performance evaluations for each team member.
(20%) Maintains a tracking system of all resources assigned to staff. Maintains an inventory on the status of program publications reviews and approval. Distributes and monitors responses to Unit assignments; maintains office supply closet and prepares orders as needed. Maintains management of all program directories and distribution lists. Maintains a tracking system of expenditures associated with purchase orders prepared by the Unit and notifies management if additional funds are needed.
(20%) Analyzes current operations to determine the need for improvements in work systems and procedures. Plans, develops, and implements procedures to assist the Unit in maintaining effective business practices and daily operations. Writes new procedures, revises, and edits current procedures and ensures that the final product is approved and disseminated. Develops and maintains Unit Policy and Procedure Manual and index maintained in a shared network drive. Provides guidance to staff in the implementation and integration of new methods and procedures. Assist Operations Director and Unit staff with any human resource policy questions. Reviews travel requests to ensure accuracy, proper format, and adherence to policies and procedures.
(20%) Performs responsible professional technical assistance work for the Operations Director. Consolidates and completes responses to routine suspense items and special correspondence dealing with sensitive and confidential issues. Such items include but are not limited vacancy reports, in-state and out-of-state travel plans, monthly program events, etc. Consolidates responses to suspense items before submitting to Operations Director, when needed, for approval. Assigns or completes special assignments and presents updates to the Operations Director. Compiles and submits responses to open records requests. Assists with or responds to administrative time-sensitive requests and assignments. Completes monthly Unit reports due to the HIV/STD Section. Participates in assignments related to legislative issues such as exceptional item requests, bill analysis, cost estimates, etc. as assigned to the Unit. Serves as the Unit contact for observed building maintenance issues, phone support, IT support, and security issues. Prepares hiring and selection packets, reserves conference rooms, and schedules interviews. Assists Unit and Group Managers with new hires and ensure workstations are set up properly for staff.
(10%) Assists the Operations Director in communicating with key stakeholders and setting up meetings. Assists management in checking all areas of the building during a fire drill exercise to ensure all staff are outdoors. Escorts staff outdoors on fire drill exercises. Works with management to ensure exit areas are clearly marked. Maintains log of all DSHS-required courses completed by staff.
(10%) Other duties as assigned, including but not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of general state policies and procedures.
Knowledge of modern methods of office administration.
Knowledge of proper English usage, spelling, grammar, and punctuation.
Ability to apply principles of time management.
Ability to communicate both in writing and verbally.
Ability to take initiative to improve processes, respond to urgent issues, maintain confidentiality.
Skill in using office software such as Sharepoint and Microsoft (including Excel, Outlook, and Word).
Skill in building and maintaining effective working relationships, exercising professional judgment, tact, discretion, and diplomacy.
Skill in independently prioritizing, planning, coordinating, and organizing multiple tasks simultaneously and quickly adapting to changes and timeframes.
