APS 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.

Functional Title: APS Administrative Assistant III 
Job Title: APS Field Admin Assnt III 
Agency: Dept of Family & Protectve Svc 
Department: Region 1 APS In-Home Dir Del 
Posting Number: 8271 
Closing Date: 09/01/2025 
Posting Audience: Internal and External 
Occupational Category: Protective Services 
Salary Group: TEXAS-A-13 
Salary Range: $2,953.25 - $4,365.66 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
Telework: Not Eligible for Telework 
Travel: Up to 20% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: MIDLAND 
Job Location Address: 3401 NORTH A ST 
Other Locations: Abilene; Lubbock; San Angelo; Wichita Falls 
MOS Codes: 42A, 42B, 42H, 70F, 420A, 120, 003759, 3320, SEI11, YNS, YN, 0111 
 
 
 

Brief Job Description:

This position performs advanced level administrative duties to support the district’s needs. The position interacts routinely with Texas Department of Family and Protective Services staff and the public.

Essential Job Functions (EJFs):

• Performs data entry into IMPACT and other electronic programs and systems.
• Prepares and maintains statistical reports, leave and personnel records, and related files for identified district staff.
• Makes travel arrangements, prepares travel vouchers; schedules meetings, rooms; equipment; order supplies; distributes mail and works on special assignments. 
• Types correspondence, forms narratives, meeting notes, and other documents to support the work and files related documents.
• Receives and responds to all calls and emails regarding routing issues and provides updates and reports to APS staff and management regarding routing status, issues and numbers of case - assignable staff.
• Responds to inquiries and provides guidance regarding routing policies, procedures, and referrals to other community resources.
• Provides program and agency information and/or makes referrals to other community resources. 
• Promotes and demonstrates appropriate respect for coworkers and all work-related contacts.
• Provides assistance to other program administrative support staff with compiling, organizing, tracking and monitoring various types of information, including but not limited to agency Random Moment Time Studies.
• Prepares and disseminates APS program information, maintains case filing systems and routing records, generates recurring and ad-hoc reports and responds to routing inquiries.
• Performs on-boarding functions for new staff, including processing SPARC.
• Performs criminal history checks on all alleged perpetrators and some clients if needed; checks TIERS and WTPY for client information for caseworkers and training supervisors.
• Reviews and edits information on agency records and recommends modification of forms or records.
• Opens and distributes incoming mail; prepares mail-outs; and maintains and reviews records on postage, registered mail, and packages.
• Delivers, picks up, or receives documents, supplies, equipment, or materials; checks for quantity and quality; or makes arrangements for repairs and services.
• Greets visitors, responds to general questions, and directs callers to an appropriate location. 
• May perform backup receptionist or telephone switchboard duties.
• May train others.
• Serves as a Public Notary for APS caseworkers and Records Management Group workers to file notarize documents with the courts.
• Attends work regularly in accordance with agency leave policy.
• Performs other duties as assigned and required to maintain operations.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of RMTS, IMPACT, CAPPS, eTravel, Records Management Group, Right Fax., SharePoint, SPARC, One Drive and Meeting Manager
• Knowledge in PCS cards and related procedures.
• Knowledge of office procedures and administrative procedures; of spelling, punctuation, grammar, and arithmetic; of business or program terminology, methods and procedures; warehousing procedures; state purchasing policies and procedures; and records administration and maintenance practices.
• Skill in using computers and office equipment.
• Skill in Microsoft Excel to create spreadsheets. 
• Skill in Microsoft PowerPoint. 
• Skill in Microsoft Outlook.
• Skill in establishing and maintaining affective working relationships.
• Skill in effective oral and written communication.
• Skill in working in an office environment and supporting multiple staff members.
• Ability to communicate effectively, both verbally and in writing.
• Ability to demonstrate exceptional organizational and time management skills.
• Ability to work independently with a proven track record of problem-solving and decision making.
• Ability to take initiative and exercise discretion.
• Ability to maintain a professional demeanor, adaptability, and positive attitude.
• Ability to interact effectively with all levels of staff and the community. 
• Ability to work independently in a fast-paced environment. 
• Ability to compose correspondence. 
• Ability to perform detailed work. 
• Ability to organize, set priorities, and meet deadlines. 
• Ability to assume a variety of responsibilities. 
• Ability to effectively handle multiple assignments in a dynamic environment.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Graduation from a high school or equivalent. 

Two years’ full-time administrative support, general office, clerical, secretarial or Texas Department of Family & Protective Services experience. 

Acceptable Substitutions:

Thirty semester hours from an accredited college or university may be substituted on a year-for-year basis for the required experience.

Additional Information:

This position can be housed in Midland, Lubbock, Wichita Falls, Abilene, or San Angelo.

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.

State of Texas employees are required to maintain the security and integrity of critical infrastructure as defined in Section 117.001(2), State of Texas Business and Commerce Code. Applicants selected for hire comply with this code by completing related training and abiding by agency cybersecurity and communications system usage policies.

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.