Staff Services Officer III

Date: Feb 20, 2025

Location:

AUSTIN, TX

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.

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Functional Title: Staff Services Officer III	Job Title: Staff Services Officer III
Agency: Dept of State Health Services	Department: Vital Statistics
Posting Number: 3495	Closing Date: 04/21/2025
Posting Audience: Internal and External	Occupational Category: Business and Financial Operations
Salary Group: TEXAS-B-19	Salary Range: $4,020.33 - $5,000.00
Shift: Day	Additional Shift: Days (First)
Telework: Not Applicable	Travel: Up to 5%
Regular/Temporary: Regular	Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt	Facility Location:
Job Location City: AUSTIN	Job Location Address: 1100 W 49TH ST (DHR)

Other Locations:

MOS Codes:

0147,0160,0161,0170,0171,0430,0431,0491,2102,3152,4801,4802,4803,4804,4810,4821,6607,8411,8412,8840

8862,20C0,30C0,38FX,3F0X1,3F1X1,420A,42A,42B,42H,4A1X1,51C,60C0,63AX,63G0,63S0,641X,70C,70F,89A

8A200,8U000,920A,920B,92A,92Z,FIN10,LSS,PERS,PS,SEI11,SEI15,WEPS,YN,YNS

Brief Job Description:

Reports to the Manager of Business Operations and Administration. Performs duties associated with the Vital Statistics Section human resources, fiscal, and administrative functions. Duties include evaluation and coordination of complex administrative activities; contributing to development and evaluation of administrative goals and objectives; development and evaluation of personnel budgets; development and interpretation of policies and procedures and preparation of correspondence. Maintains and develops confidential records systems including human resource, payroll, and personnel documents and assist team lead. Maintains and develops criminal background check processes, policies, and associated records. Coordinates with HHS Human Resources, Office of General Counsel, and Texas Department of Public Safety on criminal background check processes. Acts as team lead in the absence of the Staff Services Officer IV for the Section’s fiscal and administrative functions. Work involves coordinating, assigning and/or monitoring work of other staff within the Section and/or participating in workgroups and committees within the Section and agency.

Works under limited direction with extensive latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Performs duties as a member of a team providing administrative support to the Vital Statistics Section that performs, coordinates, and supports administrative and fiscal functions of the Section. Promotes uniformity of activities through consultation with management, administrative and other personnel to accomplish program goals and objectives in compliance with DSHS policy, procedures, guidelines and regulations. Performs tasks supporting human resources, budget/fiscal, planning, and training functions. Plans, develops and implements budgets for the Section and its programs. Monitors expenditures and allocations for those budgets. Tracks and monitors state funds allocated to the Section. Develops and uses spreadsheets to track travel expenditures. Coordinates budget requests. Approves and tracks purchasing for the Section and its programs. Prepares documents, reports, charts and tables utilizing computer software such as Microsoft Office Procedures including but not limited to word, Excel, Access, Power Point and other database software.

Develops, maintains, and reviews designated reports, budget materials, and correspondence Maintains and develops confidential records systems including human resource, payroll, and personnel documents and assist team lead. Maintains and develops criminal background check processes, policies, and associated records. Coordinates with HHS Human Resources, Office of General Counsel, and Texas Department of Public Safety on criminal background check processes. Work involves coordinating, assigning and/or monitoring work of other staff within the Section in regarding adherence to HHS Human Resource policies and processes and/or participating in workgroups and committees within the Section and agency. Works under limited direction with extensive latitude for the use of initiative and independent judgment.

Oversees maintenance and tracking of method of funding for the Section personnel (federal, general revenue, dedicated general revenue, appropriated receipts and interagency contracts) to ensure timely preparation of and response to correspondence, inquiries, routine reports (weekly, monthly, quarterly and annual), and other time sensitive items and assures that all are submitted within the required time-frames. Consults and assists the Section Administration Staff in the review, recommendation and dissemination of guidance on travel, personnel, and purchasing, contractual and administrative documents. Analyzes and solves work problems to achieve maximum use of program services and implement these changes, as warranted to improve program operations. Provides general review and evaluation of program related documents to ensure effective administrative practices are maintained which translates into enhanced customer service. Provides guidance to Section staff regarding administrative policies, procedures and benefits. Consults with Human Resources regarding personnel issues within the Section. Contributes to the preparation and submission of quarterly reports on performance measures.

Develops schedules, priorities, standards and evaluation for achieving goals. Arranges meeting locations and notifies all appropriate Section staff and interested parties. Prepares meeting agendas, issue papers, and/or special reports and distributes to appropriate staff prior to the meeting dates.

Participates or performs in program activities, meetings and projects and other duties as assigned.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

Knowledge of DSHS policies and procedures for personnel, budgeting, purchasing, and travel.

Knowledge of email, word processing, spreadsheet and database programs such as Word, Excel, Access and Outlook.

Knowledge of customer service practices and administrative procedures.

Skill in:

Skill in setting priorities and goals for accomplishing workload within limited time frame and in a fast paced

environment.

Skill in time management and planning; performing tasks with a high degree of accuracy and paying close attention to detail.

Skill in verbal and written communication.

Ability to:

Ability to plan, assign and coordinate the work of others.

Ability to direct program activities.

Ability to establish and set priorities, goals and objectives.

Ability to devise solutions for administrative problems.

Ability to develop and evaluate administrative policies and procedures.

Ability to facilitate meetings and projects and work effectively with others.

Ability to manage and consolidate information.

Ability to manage multiple tasks, work under pressure and meet short deadlines.

Ability to follow policies and procedures, work with confidential records/files/information.

Ability to understand written and verbal instructions.

Ability to explain policies and procedures clearly and accurately to the public/customers.

Ability to make quick, rational decisions and work independently in fast paced/stressful situations.

Ability to communicate on the telephone and in person in a clear, effective and diplomatic manner.

Ability to read cursive handwriting.

Abilitiy to implement and evaluate effectiveness of procedures and systems and provide guidance to others.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Required:

Preference given to Bachelor’s degree in finance, accounting, business administration, human resources or closely related field from an accredited four-year college or university.

Minimum two years' work experience implementing/maintaining policies and procedures regarding highly confidential records systems.

Experience preparing complex correspondence, documents or reports.

Experience directly coordinating, tracking, and responding to executive assignments.

Additional Information:

This position is required to be on-site and to ensure business continuity, daily attendance is key; Selected Applicant must submit to and pass a fingerprint-based criminal background check.

To be considered for an interview, applicants must demonstrate a clear match to all initial criteria in the EMPLOYMENT HISTORY and SUMMARY OF EXPERIENCE SECTIONS of the application. Resumes will not be considered.

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