APS District Director Admin Assistant

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:
The Administrative Assistant V performs highly-advanced (senior-level) administrative support functions for the Department of Family and Protective Services (DFPS) Adult Protective Services (APS) In-Home program. Provides complex administrative support for the APS District Directors and other management and staff. Serves as liaison between the District, APS State Office and local officials to address questions, program inquiries and other requests for program information. Coordinates the development and review of communications, correspondence, reports, forms and memos for management review and approval, and disseminates as appropriate. Manages calendars and schedules for District Director, and schedules meetings, appointments, events and conferences for the division. Manages travel arrangements for district management and processes travel expenses and reimbursements. Coordinates preparation and arrangements for meetings and conferences. Prepares and distributes materials for meetings, events and publications. Coordinates the preparation, editing and formatting of regularly scheduled and ad-hoc database reports, communications, forms and documents and disseminates as required. Reviews, proofreads, edits and formats spreadsheets, presentations, documents, reports and communications. Completes special assignments and projects as delegated by APS State Office management or designee. Develops and maintains hard copy and electronic filing systems and retrieves archived information as requested. Purchases, receives, and distributes the division’s office supplies. Serves as unit receptionist; routes telephone calls appropriately, records telephone messages for management and staff, greets visitors and directs them to the appropriate area. Develops, reviews, updates, maintains and disseminates information on APS program administrative policies and procedures, and creates and disseminates work schedules. Ensures consistent operation of office equipment and schedules maintenance and repairs. Coordinates APS district office supply purchasing functions. Performs administrative tasks to in-process new hires to the district. Provides training on administrative policies and processes to district and program field staff. Maintains strict confidentiality with sensitive information, disseminating documents and information only in accordance with all applicable rules, regulations, policies and procedures. Works under minimal supervision 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.
Provides complex administrative support for the APS District Director and other district management and staff. Serves as liaison for APS District Director to address questions, program inquiries and other requests for program information, ensuring and maintaining strict confidentiality with sensitive information, disseminating documents and information only in accordance with all applicable rules, regulations, policies and procedures. Coordinates the development of e-mail communications, written correspondence, reports, forms and memos for management review and approval, and disseminates as appropriate. Coordinates the review, editing, proofreading and formatting of presentations, charts, spreadsheets, reports, written communications and graphs utilizing a variety of software applications such as Microsoft Word, Visio, PowerPoint, Publisher, and Excel to ensure they are clear, accurate, and grammatically correct. Generates, formats and disseminates regularly scheduled and ad-hoc reports utilizing data from sources such as internal databases and other agency resources to perform inquiries, collect data, compile reports and perform data entry as needed. Reviews, compiles and edits data to create and update charts, graphs, logs and databases. Performs administrative tasks to in-process new hires to the APS District staff. Secures computer, telephone, office and portable electronic equipment for new hires, coordinates establishing e-mail, telephone access and space accommodations for new hires. (25%)

Serves as APS District Director’s point of contact by answering and routing telephone calls and greeting and routing visitors to the appropriate areas or staff. Responds as appropriate or facilitates the response to program inquiries in accordance with department rules, regulations, policies, and procedures. Responds to inquiries by providing general program information and referring inquiries to departmental or agency staff as appropriate. Develops, reviews, updates, maintains and disseminates information on APS program administrative policies and procedures, and creates and disseminates APS program work schedules. Alerts APS District management or appropriate designees regarding any time-sensitive or urgent inquiries, calls or documents. Takes messages clearly and completely and distributes timely to appropriate staff. Makes inquiry calls on behalf of APS District Director, screens incoming calls and arranges conference calls. (20%)

Coordinates and maintains calendars and schedules for APS District Director and district management. Schedules meetings, appointments, events and conferences for the district management and staff. Reviews calendar daily and on as-needed basis to resolve any scheduling conflicts. Coordinates arrangements for meetings including developing and preparing meeting and event agendas and participant materials, locating appropriate facilities, arranging for required equipment, resources and accommodations, assembling materials for participants and ensuring equipment readiness and functionality. Manages travel arrangements for District Director and processes travel expenses and reimbursements. In accordance with all applicable travel policies and procedures, utilizes appropriate travel request, authorization and reimbursement software to process travel arrangements and reimbursements. Coordinates travel arrangements for division management including transportation, lodging, itineraries, appointments and meetings, advances and reimbursements. Attends meetings, takes meeting minutes and produces written transcriptions and summaries of meeting discussions. Archives meeting summaries and transcriptions in shared electronic files and disseminates as appropriate. (15%)

Develops and maintains tracking and reminder systems to track division assignments, directives, deadlines, requests, deliverables and other documents and special projects. Develops and issues timely reminder communications to management and staff regarding critical deadlines. Distributes assignments to appropriate staff and tracks completion in accordance with established timeframes. Monitors department project and assignment due dates, provides management and staff with project and assignment status updates, and conducts follow-up with appropriate staff to ensure deadlines are met. (10%)

Develops and coordinates the implementation of administrative projects and initiatives assigned by APS State Office, District management or designees. Assesses and defines areas of administrative or office operations within the District and APS program that need improvement and proposes solutions. Serves on administrative workgroups as assigned. Coordinates and completes special assignments and projects as delegated by management or departmental designees. Receives, reviews and distributes incoming mail on a daily basis and makes daily mail drop for outgoing APS District mail. Develops, reviews, edits and maintains departmental general resources, such as contact lists, business continuity plans, phone and e-mail lists, DFPS programs points of contact, business processes, work schedules and other general resources, and disseminates as appropriate. Ensures consistent operation of office equipment by completing preventive maintenance requirements; scheduling necessary repairs, maintaining equipment inventories and evaluating new equipment and techniques. Provides training on administrative policies and processes to program field staff. (20%)

Develops, coordinates, and maintains APS program hard copy and electronic filing systems using standardized formats and document management and storage procedures easily accessible to management and authorized District Division management and appropriate staff. Retrieves information from filing systems as required and formats, edits, compiles and disseminates as appropriate. Maintains records in accordance with all applicable records retention policies and procedures. (5%)

Coordinates District supply purchasing functions. Monitors and tracks supply inventory and regularly assesses department supply needs. Compiles supply requests, completes, processes and tracks applicable purchasing forms, obtains appropriate management approvals and submits orders. Receives and verifies accuracy of supply orders, prepares detailed reports of department purchases and supply expenditures and disseminates to District Director in accordance with established schedule. Maintains records of orders and inventory and follows up with vendors on shipment and delivery. Conducts periodic audits of purchases, requisitions and deliverables. Performs other duties as assigned (5%)

Knowledge, Skills and Abilities:

Knowledge of policies, functions, and operations of the Department of Family and Protective Services.
Knowledge of policies, functions, and operations of governmental or other large organizational entities.
Knowledge of office management principles and practices.
Knowledge of IMPACT.
Knowledge of Oracle PeopleSoft CAPPS Financial programs and functions.
Knowledge of modern office practices and procedures.
Knowledge of state government purchase order and purchasing verification procedures.
Skill in using a computer and related office equipment.
Skill in written and verbal communication.
Skill in building and maintaining effective working relationships.
Skill in planning and organizing activities.
Skill in effectively organizing, tracking, and developing written and electronic documents.
Skill in using Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, and presentation software programs such as PowerPoint.
Skill in scheduling and coordinating meetings.
Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities.
Ability to analyze, interpret and compile data.
Ability to work under pressure and meet deadlines.
Ability to make travel arrangements and process travel reimbursements and advances.
Ability to work cooperatively in a team environment.
Ability to communicate effectively both orally and in writing.
Ability to work independently and operate effectively within established guidelines.
Ability to gather, assemble, correlate and analyze facts.
Ability to plan and coordinate program activities.
Ability to identify problems and develop solutions.
Ability to record, transcribe and disseminate meeting minutes.
Ability to understand and carry out complex instructions.
Ability to organize and prioritize workload to meet deadlines.
Ability to maintain effective working relationships with external and internal customers.
Ability to communicate in an effective, professional manner.
Ability to work with complex ideas and competing priorities.
Ability to perform work with a high degree of attention to detail.
Ability to maintain confidentiality and appropriately handle sensitive information. 

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

• Graduation from high school or equivalent.

• Three years of experience in administrative support, general office, clerical, secretarial or DFPS experience.

Additional Information:

This position is open to current DFPS employeess only.

This position reports to Region 6 APS District Director Christina Rector and is housed at 5425 Polk Street.

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.