Senior Clerical Support Specialist

2 weeks ago

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

Senior Clerical Support Specialist

This role offers advanced clerical and administrative assistance to the Investigations Program Director within the Child Protective Services framework.

The Specialist is dedicated to ensuring efficient office operations by planning, analyzing data, managing inventory, supporting human resource functions, interpreting policies and procedures, and providing professional assistance to clients, families, and stakeholders as required. The position requires the ability to perform well under pressure and prioritize tasks effectively.

Operates with limited supervision, exercising considerable initiative and independent judgment. Regular interaction with staff from the Texas Department of Family and Protective Services and the community is expected. This position is under the supervision of the Program Director.

Key Responsibilities:

Maintains regular attendance in accordance with agency policies and performs additional duties as assigned.


  • Gathers, organizes, tracks, and monitors various types of information, including agency time studies, IT change requests, client service authorizations, and data from the income eligibility database. (25%)
  • Manages data entry and case tracking in the IMPACT system, including maintaining on-call schedules and processing case transfers. Utilizes data warehouse for reporting and stakeholder information. (20%)
  • Handles telephone inquiries professionally, managing client questions or complaints, taking messages, and distributing incoming and outgoing mail. (10%)
  • Prepares various correspondence and documents such as meeting agendas, program information, and organizational charts, and assists with meeting notes as needed. (10%)
  • Safeguards confidential program documents, including performance evaluations and personnel records, to support program operations. (10%)
  • Leverages technology to enhance program efficiency, including reserving meeting rooms and assisting staff with travel claims. (10%)
  • Oversees inventory of office supplies and generates purchase orders to ensure adequate stock for staff. (10%)
  • May assist with switchboard operations, notarizing documents, and training new administrative staff as necessary. Performs other duties as required to support program functions.
(5%)
Required Skills and Abilities:

  • Proficient knowledge of office practices and administrative procedures.
  • Strong verbal and written communication skills with the ability to comprehend instructions.
  • Experience working collaboratively in an office environment supporting multiple staff members.
  • Ability to establish and maintain effective working relationships.
  • Capacity to work independently in a fast-paced setting.
  • Proficient in operating personal computers and various software applications, including Microsoft Word, Excel, and Outlook at an advanced level.
  • Ability to effectively manage and prioritize multiple tasks in a dynamic environment.
  • Familiarity with basic office equipment such as fax machines, copiers, and printers.
  • Ability to communicate in a professional and courteous manner.
  • Capacity to take initiative and make sound judgments.

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