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Staff Services Officer I
2 months ago
Under the direction of the HIV/STD Program Manager, the HIV/STD Staff Services Officer I performs routine (journey-level) complex administrative and technical support for the program. Work involves data management, accounting, budgeting, purchasing, property management, program support, special projects, and general clerical assistance. Responsibilities entail preparing and overseeing purchasing requisitions, budget reports, and the use of web-based financial documents; managing and documenting program property inventory; gathering, organizing, interpreting, and distributing information and data; maintaining confidential records and filing systems; coordinating program activities and events; meetings; drafting, revising reports and circulating correspondence, memoranda, travel vouchers, reports, forms, and inventories using standard office tools and software; and working collaboratively with colleagues to further regional and agency objectives. This position operates under moderate supervision. Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions to include participating in outreach events, public health related functions and training. Member of the Incident Command Structure in response to public health emergencies. 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:
DATA MANAGEMENT: This role involves coordinating and compiling data provided by the HIV/STD Supervisor IV and HIV Surveillance staff, as part of their quality assurance on investigation outcomes. The position requires a teamwork effort to review information and prepare monthly reports for the PM on HIV/STD trends, investigation outcomes, and regional data analysis. It also includes organizing details and programmatic results for special projects, such as compiling and writing the monthly activities report for the program's annual report. Also, maintaining the HIV Line-list by submitting updated reports necessary for a complete case abstraction. It requires compliance with all confidentiality protocols for handling protected health information, following CDC and local security guidelines and program procedures. Independent travel throughout Public Health Region 2/3 is required to perform theses job functions. (30%)
BUDGETING AND ACCOUNTING FUNCTIONS: Preparing the annual operating budget, compiling financial statistics reports related to the program operations, and working with program staff to ensure proper budget allocation of funding sources. Prepare and monitor purchasing requisitions by entering requests into the system, managing inquiries, and completing claim forms for the HIV/STD Program. This role involves compiling, entering, and tracking data using charts, graphs, and databases through CAPPS Financial, as well as preparing summaries and reports for PM decision-making. (35%)
PROVIDES ADMINISTRATIVE & TECHNICAL SUPPORT TO HIV/STD Program: Manages the logistics for meetings and events, reviewing/updating program forms, documents, and staff training protocols. Assist in the interview process by coordinating interview schedules, interview documents, welcoming candidates, and skill assessments. Communication with both internal and external partners on behalf of the program. Prepare the annual activity report and deliver monthly updates at staff meetings. Ordering testing supplies and conducting monthly inventories within the Texas Pharmacy Inventory and Ordering System (PIOS). Support the PM's schedule, travel plans, and consult on program-related matters. Upkeep and repair of office equipment and resources. Participates in outreach events and/or public health related functions. Process client case files for retention as necessary. Provides support for the regional reception area, including covering the front desk, distributes program/regional correspondence, deliveries, and packages. Independent travel throughout Public Health Region 2/3 is required to perform these job functions. (30%)
DISASTER PREPAREDNESS/RESPONSE/RECOVERY: 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. (5%)
Knowledge Skills Abilities:
Knowledge of: HIV and STD testing, treatment, and reporting guidelines, policies, and laws; Health programs and healthcare delivery systems; Health Insurance Portability and Accountability Act (HIPAA); Agency policies and procedures; Quality assurance and technical assistance policies and procedures; Administrative principles and best practices.
Skills to: Produce clear, concise, and grammatically accurate written documents; critical thinking; Problem-solving and finding creative solutions to identified challenges; Planning, prioritizing, and organizing workload; Develop compile, analyze complex reports, and action plans; Independent decision-making; Use of electronic mail, internet, databases, Microsoft Office products, and applications.
Ability to: Complete assignments, accurately and with attention to detail; Function independently and with strong initiative in the performance of professional duties; Communicate effectively, verbally, and in writing with diverse and multi-generational populations; Thoroughly assess, analyze, summarize, and evaluate outcomes; Compile, analyze, evaluate, and synthesize technical data and qualitative written reports and information; Interpret and apply program policies and procedures; Submit timely work activity, travel, and time reports; Maintain thorough and accurate documentation of all work activities; Maintain confidentiality; Provide exceptional customer service, and establish and maintain effective working relationships with internal and external customers; Work in teams and take direction from others; Plan and manage multiple tasks to meet deadlines; Adhere to HHS and DSHS policies and procedures; Provide own transportation to perform work duties.
Must be able to independently travel throughout the State of Texas and out-of-state to complete essential job functions. To work in an office-based setting Monday-Friday, 8:00 am – 5:00 pm.
