Regional Administration Staff Services Officer I

Job Description:
Under the supervision of the Deputy Regional Director, the Staff Services Officer I (SSO I) performs complex (journey-level) staff services work under moderate supervision with limited latitude for the use of initiative and independent judgment. SSO I supports regional operations including accounting, budgeting, purchasing and receiving, regional fleet maintenance, facility maintenance coordination, inventory, conducting training and records management. The position performs administrative duties including maintaining spreadsheets, preparing reports, mailing correspondence, receiving packages, and working on special projects as assigned. SSO I analyzes internal regional operations and assists with recommending and implementing process changes to improve operations. Serves as a Local Office Coordinator for Public Health Region 2/3 offices and works in collaborations with Regional Administrative Services Region 2/9 and Region 03 and as the region’s fleet services liaison to the DSHS Fleet Management Office. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions. Actively participates and/or serves in a supporting role to meet the agency’s obligations for continuity of operations activation during public health emergency response and recovery. Must comply with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards. This position is office-based, Monday-Friday, 8:00 am – 5:00 pm. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

OPERATIONAL SUPPORT FUNCTIONS (35%)
As Regional Local Office Coordinator, responsible for working closely with regional team members and Regional Administrative Services (RAS) Region 2/9 and Region 03 to coordinate and track annual asset inventory and surplus, office key inventory, copier supply inventory, cost pool orders, annual Office Emergency Action Plan drills, off-site shredding of confidential, protected documents and building access and security. Collaborate with RAS in maintenance of PHR 2/3 offices and resolving any concerns. Provides new employee Office Emergency Action Plan and RAS Employee Responsibilities trainings.

Coordinates and issues DSHS identification badges include STAR badges. Coordinates the tracking and issuing of regional equipment including, but not limited to, cameras, and projectors following established procedures. Maintains mail supply inventory and mail meter, resolves shipping/mailing issues with carrier/mail meter, monitors PHR 2/3 Business Reply accounts; and pick-ups, sorts and distributes regional mail. Coordinates the submission of DSHS forms, resolving requests, tracking and issuing of cell phones. Coordinates the organization of the Short-Term Equipment and Materials Storage (STEMS) area, central office supply area and loading dock. Assists with analyzing internal operational processes and provides improvement recommendations. Assists with the implementation and training of internal operational processes. Must be able to independently travel throughout the State of Texas to complete essential job function.

BUDGETING AND ACCOUNTING FUNCTIONS (30%)
Monitors and reconciles operational budget and submits purchase requisitions for the Environmental and Consumer Inspections (ECI) program. Assist in data provision for cost forecasting and allocations for Regional Administration and ECI budgets. Reconciles fleet vendor invoice for claims and finalizes monthly payment process for fleet vendor. Requests and monitors regional Voyager credit cards. Assists with analyzing internal fiscal processes and provides recommendations to improve fiscal operations. Back-up functions include requisition entry for regional programs and receiver entry.

FLEET COORDINATION FUNCTIONS (20%)
Serves as regional Fleet Coordinator for regional state and shared rental vehicles with DSHS Fleet Management Office and Regional Administrative Services Region 2/9 and Region 03. Ensures regional fleet operations are in compliance with HHS Fleet Operations and Management Procedures including having appropriate policy operations information in each fleet vehicle. Submits monthly vehicle usage reports to Regional Administrative Services Region 03. Ensure fleet vehicles receive regular maintenance (i.e., oil changes, tire rotations), annual vehicle inspections, and annual vehicle registrations. Provides recommendations to Deputy Regional Director regarding operations, safety and drivability of fleet vehicles. Submits regional driver eligibility requests through DRRS; conducts monthly driver eligibility checks in DRRS; and communicates information with appropriate team members and/or their supervisors. Develops and conducts trainings related to driving for the State of Texas; and tracks completion of required regional driver trainings (i.e., PHR 2/3 Driver Training and Defensive Driving). Fleet record retention. Must be able to independently travel throughout the State of Texas to complete essential job function.

REGIONAL ADMINISTRATION SUPPORT (10%)
Assists Deputy Regional Director in completion of regional assignments/duties/special initiatives. Serves as Notary for official DSHS business. Monitors Regional Administration shared inbox and routinely responds to inquiries from team members. Back-up functions include front desk coverage.

DISASTER PREPAREDNESS/RESPONSE/RECOVERY (5%)
Actively participates and 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. Required to work other than normal business hours, alternate shift pattern and/or location in order to respond to public health emergencies. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions.
Knowledge Skills Abilities:
KNOWLEDGE OF: Budgeting, accounting, office management and customer service principles, practices and procedures. Business terminology, spelling, punctuation, grammar, arithmetic. General building and vehicle maintenance. DSHS programs, policies and procedures.

SKILL IN: Use of office equipment, desktop/laptop computer equipment and software (such as Microsoft Word, Excel, Teams, PowerPoint), electronic mail (Outlook), and Internet browsers. Organizing equipment, files and administrative materials so they are easily retrieved. Organizing, planning and prioritizing work. Handling multiple priorities and tasks.

ABILITY TO: Study and evaluate processes and make recommendations for improvement. Understand and follow complex instructions. Meet all deadlines- frequently working on assignments with short turn-arounds times. Keep complete records and prepare accurate reports from statistical and/or other type of technical information. Communicate professionally and effectively, both orally and in writing, using English. Maintain strict confidentiality of records and communications. Establish, contribute and maintain effective team relationships and teamwork products. Use initiative, considerable independent judgment, decision-making and to act appropriately in the absence of supervisory guidance. Be flexible and adapt to change. Successfully complete identified Incident Command System training to serve in position in the RHMOC during a public health emergency. Utilize skills in the provision of excellent customer service. Independently travel throughout the State of Texas to complete essential job functions. To work in an office-based setting Monday-Friday, 8:00 am – 5:00 pm.

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