Administrative Assistant III

WHY WORK FOR DFPS?

The Texas Department of Family and Protective Services (DFPS) is responsible for protecting the unprotected — children, elderly, and people with disabilities — from abuse, neglect, and exploitation. DFPS accomplishes this responsibility by employing over 12,000 workers who live up to the agency's Mission, Vision, & Values in service to the citizens of Texas. DFPS is not only a qualifying organization for the Public Service Loan Forgiveness Program but also offers excellent health benefits, special discounts on many products and services through the Discount Purchase Program, longevity pay, generous paid leave, access to the Wellness program, lifetime retirement annuity, Texa$aver 401(k) and 457 Programs under the Employees Retirement System of Texas.

Brief Job Description:

Performs journey-level administrative support work involving disseminating information, preparing correspondence, and maintaining filing systems. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):

Prepares and disseminates information concerning agency programs and procedures.

• Acts as a single point of contact for receiving and reviewing assignments from the Director of Field and Director of Field Support Services.
• Sends out communication emails or inquiries to regional staff or statewide on behalf of Directors and collects and compiles responses, as needed.
• Assists the Director of Field Support and Managers with special projects and time sensitive reports. Reviews and edits memos and other communications for distribution.
• Disseminates proposed policy updates to field staff for review and compiles edits and feedback for the author.

Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.

• Writes and distributes notes and reports for the Director of Field Support and other team managers. Edits notes, emails, inquiries and other correspondence for staff and directors prior to distribution.
• Takes notes during in person and virtual meetings and provides to the Director and team members, as needed.
• Tracks data and assists in preparing reports regarding effectiveness of programs.
• Creates and maintains process flow documents.

Performs general office duties such as filing and maintaining a filing system, answering and routing phone calls, and ordering and maintaining office supplies.

• Provides phone coverage and assistance and routes calls to appropriate Departments.

• Work includes gathering input from division employees regarding their office supply needs and/or purchasing needs.
• Works with contracts, accounting, and HHSC regarding purchase orders and/or manual payment requests for regional or state office supplies, leadership conference planning, and childcare payment reimbursements.
• Maintains filing system and other documents for Directors, via electronic or paper system.
• assists regional staff with maintaining electronic filing system of case records.

Responds to inquiries and explains rules, regulations, policies, and procedures.

• Receives and responds to all calls and emails regarding program issues, complaints, inquiries, and general requests for information.

Coordinates meetings, conferences, and seminars.

• Works with vendors and the contracts division to secure speakers and meeting space for conferences and team meetings.
• Creates agendas, prepares folders, and take notes during meetings.
• Prepares and distributes surveys to meeting and conference participants to elicit feedback.

Compiles and enters data for charts, graphs, databases, summaries, or reports.

• Work includes maintaining naming conventions on the share drive and/or Microsoft teams and assisting team managers in maintaining files and record keeping and uploading information into spreadsheets
• Performs data entry into IMPACT and other electronic programs and systems.
• Complies and enters data for charts, graphs, databases, summaries or reports as needed for the Field Support Team.

May manage and maintain schedules and travel arrangements for managers and directors.

• Scheduling interviews for job applicants on behalf of Director of Field Support and Managers
• Work includes scheduling individual and team meetings, making adjustments to meeting invitations when needed, making travel arrangements including airfare, hotel, and car reservations, submitting travel authorizations and claims on behalf of managers and directors.
• Assisting master staff with advanced travel requests.
• Tracks travel claim submissions for staff to ensure timely completion.

May prepare and compile presentation and training materials.

• Work includes reviewing and editing reports and handouts and gathering necessary documentation for meetings and training sessions.
• Prepares PowerPoint presentations and other training materials.
• Assists in setting up webinars and drafting communication to field staff regarding scheduling and registration of trainings.

May provide guidance to others

• Provides training assistance to other administrative staff.
• Provides guidance to field and state office staff regarding travel, electronic filing, the use of programs such as Microsoft teams, completion of Random Moment Time Studies, and other tasks, as needed.

Performs related work as assigned.

Knowledge, Skills and Abilities (KSAs):

Knowledge of office practices and administrative procedures.

Skill in the use of standard office equipment and software.

Ability to communicate effectively.

Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures

Registrations, Licensure Requirements or Certifications:

None.

Initial Screening Criteria:

Experience in clerical or administrative support work. Graduation from a standard senior high school or equivalent is generally preferred. Experience and education may be substituted for one another.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions. You may also contact the DFPS Military Liaison at dfpsmilvets@dfps.texas.gov with additional questions.

Applicants selected for hire must pass a background check and if applicable a driver’s record check.

As a state agency, DFPS is required by Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files. 

DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Employees must provide documentation to DFPS to show their identity and authorization to work in the US. Please review the following link for authorized documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

In compliance with the Americans with Disabilities Act (ADA), HHS/DFPS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS/DFPS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.