Staff Services Officer III

4 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Reports to the Manager of Business Operations and Administration. Performs duties associated with the Vital Statistics Section human resources, fiscal, and administrative functions.
Duties include evaluation and coordination of complex administrative activities; contributing to development and evaluation of administrative goals and objectives; development and evaluation of personnel budgets; development and interpretation of policies and procedures and preparation of correspondence.
Maintains and develops confidential records systems including human resource, payroll, and personnel documents and assist team lead.
Maintains and develops criminal background check processes, policies, and associated records. Coordinates with HHS Human Resources, Office of General Counsel, and Texas Department of Public Safety on criminal background check processes.
Acts as team lead in the absence of the Staff Services Officer IV for the Section’s fiscal and administrative functions.
Work involves coordinating, assigning and/or monitoring work of other staff within the Section and/or participating in workgroups and committees within the Section and agency.
Works under limited direction with extensive latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(35%) Performs duties as a member of a team providing administrative support to the Vital Statistics Section that performs, coordinates, and supports administrative and fiscal functions of the Section. Promotes uniformity of activities through consultation with management, administrative and other personnel to accomplish program goals and objectives in compliance with DSHS policy, procedures, guidelines and regulations. Performs tasks supporting human resources, budget/fiscal, planning, and training functions. Plans, develops and implements budgets for the Section and its programs. Monitors expenditures and allocations for those budgets. Tracks and monitors state funds allocated to the Section. Develops and uses spreadsheets to track travel expenditures. Coordinates budget requests. Approves and tracks purchasing for the Section and its programs. Prepares documents, reports, charts and tables utilizing computer software such as Microsoft Office Procedures including but not limited to word, Excel, Access, Power Point and other database software.

(30%) Develops, maintains, and reviews designated reports, budget materials, and correspondence Maintains and develops confidential records systems including human resource, payroll, and personnel documents and assist team lead. Maintains and develops criminal background check processes, policies, and associated records. Coordinates with HHS Human Resources, Office of General Counsel, and Texas Department of Public Safety on criminal background check processes. Work involves coordinating, assigning and/or monitoring work of other staff within the Section in regarding adherence to HHS Human Resource policies and processes and/or participating in workgroups and committees within the Section and agency.
Works under limited direction with extensive latitude for the use of initiative and independent judgment.

(15%) Oversees maintenance and tracking of method of funding for the Section personnel (federal, general revenue, dedicated general revenue, appropriated receipts and interagency contracts) to ensure timely preparation of and response to correspondence, inquiries, routine reports (weekly, monthly, quarterly and annual), and other time sensitive items and assures that all are submitted within the required time-frames. Consults and assists the Section Administration Staff in the review, recommendation and dissemination of guidance on travel, personnel, and purchasing, contractual and administrative documents. Analyzes and solves work problems to achieve maximum use of program services and implement these changes, as warranted to improve program operations. Provides general review and evaluation of program related documents to ensure effective administrative practices are maintained which translates into enhanced customer service. Provides guidance to Section staff regarding administrative policies, procedures and benefits. Consults with Human Resources regarding personnel issues within the Section. Contributes to the preparation and submission of quarterly reports on performance measures.

(15%) Develops schedules, priorities, standards and evaluation for achieving goals. Arranges meeting locations and notifies all appropriate Section staff and interested parties. Prepares meeting agendas, issue papers, and/or special reports and distributes to appropriate staff prior to the meeting dates.

(5%) Participates or performs in program activities, meetings and projects and other duties as assigned. Knowledge Skills Abilities:
Knowledge of DSHS policies and procedures for personnel, budgeting, purchasing, and travel.
Knowledge of email, word processing, spreadsheet and database programs such as Word, Excel, Access and Outlook.
Skill in oral and written communication.
Skill in time management and planning.
Ability to plan, assign and coordinate the work of others.
Ability to direct program activities.
Ability to establish goals and objectives.
Ability to devise solutions for administrative problems.
Ability to develop and evaluate administrative policies and procedures.
Ability to facilitate meetings and projects and work effectively with others.
Ability to manage and consolidate information.
Ability to manage multiple tasks, work under pressure and meet short deadlines.

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