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Staff Services Officer Iv
5 months ago
The Staff Services Officer IV reports directly to the Associate Commissioner for Strategic Operations and performs highly complex (senior level) staff services work. The Staff Services Officer IV provides assistance to the Directors and their staff within Strategic Operations. Work involves planning, directing, and coordinating staff services functions such as human resources, accounting, budgeting, information technology, training, continuation of operations plans, travel, records management, and property management.
- Coordinates and tracks assignments and activities, makes travel arrangements, completes purchase requisitions, schedules meetings, and sets deadlines and monitors status to ensure timely and accurate completion of assignments.
- Provides assistance with posting, selection, hiring, and retention of great employees, as well as, reviewing and completing forms. Possesses proficient writing and verbal communication skills. Demonstrates the ability to manage confidential information effectively and work collaboratively with agency executives.
- Develops and coordinates the implementation of administrative projects and initiatives assigned by the Associate Commissioner, Directors, or designated staff. Manages documents and filing systems, including creation, review, editing, routing, filing, and retention. Maintains the Associate Commissioner’s calendar. Prepares and reviews travel reimbursement and budget tracking reports, and provides assistance with travel arrangements for staff members.
- Provides guidance on administrative matters to management and staff, and assists with screening, scheduling interviews, and onboarding new employees. Develops, maintains, and communicates administrative procedures and methods for the Office. Ensures quality of reports and other publications. Coordinates meetings with other governmental agencies, external stakeholders, and executives.
- The Staff Services Officer IV works under limited supervision with considerable latitude for the use of initiative and independent judgment.
- Performs other duties as assigned or required to maintain efficient and accurate office operations.**Essential Job Functions**:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.-
EJF 2. Develops and implements guidelines and procedures to ensure comprehensive support across various units. Responsibilities include entering requisitions, adhering to procurement, and purchasing deadlines. Reviews travel vouchers, invoices, and purchase requests to ensure appropriateness and sufficient justification, in compliance with state purchasing, and accounts payable guidelines and rules. Develops, reviews, and communicates administrative policies, procedures, standards, and methods. Track and monitor expenditures and maintain inventory for each unit. Manages schedules and travel arrangements for the Associate Commissioner and leadership and maintaining budgetary spreadsheets. (20%)- EJF 4. Manages the Associate Commissioner calendar, schedules appointments, and coordinates meetings with internal and external stakeholders. Develops and prepares meeting agendas, attends meetings, and transcribes meeting minutes. Maximizes the Associate Commissioner’s calendar for time efficiency and conducts regular calendar reviews. (20%)
- EJF 5. Coordinates for the Associate Commissioner and effectively communicates with staff within the Office, System Support Services directors, HHSC executives, HHS system agency staff, and external entities. Provides education to staff on departmental procedures, policies, and proper preparation of correspondence, documents, travel guidelines, and special reports. Responds to issues promptly and maintains confidentiality. 15%
- EJF 6. Performs additional related duties as assigned. 5%**Knowledge Skills Abilities**:
Extensive knowledge of day-to-day office management.
- Knowledge of the principles and practices of office management and business administration procedures.
- Knowledge of effective business management practices and operations.
- Knowledge of executive office operations.
- Knowledge of administrative procedures.
- Skill in office management.
- Skill in human resource administration.
- Skill in using correct grammar and punctuation.
- Skill in developing, writing, and editing documents.
- Skill in review of detailed documents.
- Skill in time management, organization, and prioritization.
- Skill in analyzing and evaluating complex administrative issues.
- Skill in the use of computer and related equipment, including the use of Microsoft Office Suite.
- Ability to develop creative and workable solutions to complex problems and issues.
- Ability to communicate effectively, both orally and in writing.
- Ability to coordinate with other staff, departments, agencies, and external stakeholders.-
**Registration or Licensure Requirements**:
**Initial Selection Criteria**:
Graduation from an accred
