CPS Program Coordinator Assistant II

2 weeks ago


Lubbock, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

CPS Program Administrative Assistant II

This role is designed to deliver comprehensive administrative support and technical program assistance to the Program Administrator and other management personnel. Responsibilities include the dissemination of information, maintenance of filing systems, and execution of internal administrative tasks. The position may involve training others and operates under moderate supervision, allowing for some initiative and independent judgment.

This role requires regular interaction with DFPS personnel, including program administrators, program directors, supervisors, the regional director, representatives from various organizations, and the general public.


Key Responsibilities:

Management of filing systems, ensuring the security and confidentiality of records, and basic operations related to the administration of CPS functions, including completion of electronic forms, procurement of business supplies, tracking of time and leave, and coordinating efforts among technical staff to enhance program efficiency.

Answering phone calls at the desk, addressing inquiries, taking messages, and preparing, editing, typing, and distributing various forms of print and electronic correspondence, reports, forms, and records.

The role also involves producing documents from written and dictated materials, assisting in data compilation, entry, and analysis for reports. Responsibilities include reviewing, prioritizing, and processing incoming and outgoing agency correspondence, scheduling staff travel, and managing required travel documentation. The position also entails developing and maintaining systems for inquiries, organizing meetings, producing agenda items, and distributing meeting notes. Additionally, the role includes handling inquiries via phone, providing general information, or referring callers as necessary. Support and reporting to the Child Protective Services Program Administrator are also key aspects of this position. The assistant will coordinate and schedule meetings, conferences, training sessions, and seminars, manage registrations, produce and distribute agenda items and materials, and record and share meeting notes. Other duties may be assigned as needed to support CPS program activities. The role promotes, monitors, and ensures respect for cultural diversity. Regular attendance in accordance with agency leave policies is expected.

Required Knowledge, Skills, and Abilities:
Familiarity with office practices and administrative procedures.

  • Proficiency in establishing and maintaining effective working relationships.
  • Strong verbal and written communication skills.
  • Experience in providing office support to multiple staff members.
  • Competence in using personal computers and various Microsoft software applications.
  • Ability to interact effectively with all levels of staff.
  • Capability to work independently in a fast-paced environment.
  • Aptitude for managing multiple assignments in a dynamic setting.


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