Program Specialist II

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Job Description:

Provides administrative and technical assistance to staff and leadership within the Public Health Laboratory Division and serves as a liaison for COVID-19 and other invoice inquiries to ensure prompt payment of valid expenses.  Liaises with Accounts Payable staff to avoid late payments or account delinquency.  Maintains a high-volume shared email inbox and responds to COVID-19 and other customer & vendor inquiries.  Reconciles invoices submitted for items received by Lab Supply staff.  Disputes discrepancies in invoices as appropriate.  Provides administrative and technical assistance to staff and leadership within the Public Health Laboratory Division through the collection and data entry of COVID-19, contract, and non-contract requisitions into the agency purchasing system to obligate Public Health Laboratory Division funding.  Creates, reviews, proofs, and edits procurement documentation for adherence to laboratory, agency, and enterprise policies and procedures. Tracks purchase order and invoice amounts for COVID-19 and other funding, communicating with lab staff to consider requesting additional requisitions when amounts are low.

*This position is currently classified as full-time telework, however, the telework status is not guaranteed indefinitely and is subject to change based on policy or agency determination. Employees who telework may be required to come into the assigned business office to perform essential job functions and attend in-person meetings, as directed by the employee’s immediate supervisor.

Essential Job Functions (EJFs):

EJF 1 (45%).  Serves as a liaison for invoice inquiries to ensure prompt payment of valid expenses.  Liaises with Accounts Payable (AP) staff to avoid late payments or account delinquency.  Provides consultative assistance and highly technical accounting expertise to customers.  Reconciles invoices submitted to items received by Lab Supply staff.  Disputes discrepancies in invoices as appropriate.

EJF 2 (25%).  Maintains Laboratory Accounting inbox and responds to customer inquiries.  Serves as a back-up liaison between laboratory staff, DSHS/HHSC purchasers, vendors, and DSHS budget to ensure the availability of laboratory supplies that are critical for daily operations and the continuity of services. Researches supply and equipment purchase order information related to vendors, supply and service prices and budget coding for requisitions, as needed.  Verifies purchase orders, contracts, and requests are accurate, appropriate, and correct, upon request by Lab staff, as needed.  Performs special assignments and projects as given by manager.  Coordinates and communicates with HHSC purchasers and external vendors, as needed.  Assist in the development of procedures related to the standardization of accounting and procurement processes.  Assist in the development and implementation of materials and training to lab staff for accounting and procurement activities.

EJF 3 (15%). Provides administrative and technical procurement assistance to staff and leadership within the division by the daily collection and data entry of contract, and non-contract requisitions into CAPPS Financials to obligate Public Health Laboratory Division (funding).  Creates, reviews, proofs, and edits procurement documentation for adherence to laboratory, agency and enterprise policies and procedures. Functions as a liaison between the DSHS Public Health Laboratory Division (Austin and South Texas locations) and other entities including (but not limited to) vendors, HHSC Procurement and Contracting Services (PCS), DSHS Budget Office, DSHS Accounts Payable, DSHS Contract Management Section (CMS) and HHSC Asset Management.

EJF 4 (10%). Performs reporting duties related to purchasing and procurement, including purchase order adjustment.  Consolidates and finalizes monthly requisition reports to management and coordinates special reports.  Maintains and consolidates any related purchasing and procurement correspondence and retains on file.  Regularly utilizes online queries available from existing agency systems (CAPPS 9.2 Financials, etc.); uses results to answer expenditure requests from customers.  Tracks purchase order and invoice amounts for COVID-19 and other funding; communicates with lab staff to enter additional requisitions with amounts are low.  Runs reports based on request parameters from lab staff.  Maintains and updates expenditures on a weekly and monthly basis.  Includes but is not limited to encumbrance reports.  Analyzes operational usage of expenses and trends related to laboratory purchasing and procurement activities to ensure compliance with all applicable rules, regulations, and policies.   Recommends improvements as needed.  Reports for interest (justification) and unencumbered payments (justification).

EJF 5 (5%). Attends work on a regular and predictable schedule in accordance with agency leave policy.  As per DSHS Policy, other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or continuity of operations (COOP) activation.  Such participation may require a shift pattern assignment and/or location.

Knowledge, Skills and Abilities:

Knowledge of agency accounting processes and systems used with experience specific to accounts payable and related invoice activity.
Knowledge of purchasing statutes, rules, regulations, and HHSC and DSHS policies. 
Knowledge of laboratory organizations. 
Ability to anticipate, analyze and solve problems.
Ability to communicate effectively, both verbally and in writing.
Ability to be an effective team member and foster cooperation across program and agency areas.
Ability to make accurate arithmetical computations and detect discrepancies. 
Ability to provide training and technical assistance on purchasing procedures to others.
Skill in prioritizing workflow, handling multiple tasks, and meeting deadlines.
Skill in effective decision-making and negotiation.
Skill in the use of standard office equipment and software applications (Microsoft Outlook, Word, Excel, etc.). 
Skill in filing and accurate record keeping.
Skill in information retrieval and research.
Skill in organization and time-management.
Skill in maintaining complex records and preparing accurate reports.

Licensure, Certification or Registration:

None

Initial Screening Criteria:

2 years of experience in customer service.

Experience in Microsoft Office Suite, including Word, Excel and Outlook.

Experience in performing data entry.

Experience in working in a fast-paced or high-volume work setting.

Experience in supporting or performing purchasing, accounting or contracts.

Prefer experience in serving as a liaison in the HHS Enterprise between program areas, customers and external parties.

Prefer experience in utilizing purchasing systems (e.g., CAPPS Financials)

Prefer experience in prioritizing work.

Prefer experience in processing invoices.

Prefer experience or education in using or transcribing medical and chemical terms.

Active Duty, Military, Reservists, Guardsmen, and Veterans:

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 for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work.  Download the I-9 form