Staff Services Officer IV

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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Brief Job Description:

The Staff Services Officer IV reports directly to the Administration Manager, working under minimal supervision, advises and provides direction and guidance for the day-to-day functioning of the Section Administrative Office. Facilitates the business operations of the two branches within the Section. Work includes coordinating and assisting with the development of short- and long-term strategic plans, completing VSS assignments, implementing policy and procedures, addressing personnel issues, coordinating and maximizing resources for efficient business operations, responding to internal and external inquiries, and participating in special projects. Identifies issues and risks and makes recommendations for changes within VSS. Coordinates Section activities related to the legislature and legislative session. Serves as liaison to Section, Division, and other agency staff regarding assignments and special projects. Represents VSS in the absence of the Manager or Director. Monitors program resources regarding budget and IT by working with the section budget liaison and section business analyst to ensure that issues and program needs are quickly addressed. The position plans, develops, implements, and functions as team lead to determine service quality and compliance. Functions as team lead to the administrative team. Plans, assigns, and evaluates the work of the team, who provide comprehensive administrative services. Billing program manager for all VSS customer billings. Work is performed 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.

Represents and acts on behalf of the Manager and Director and serves as the main point of contact for the Section to provide direction and guidance on policy, planning, and operations of the Section, including the Request Processing and Records Receiving Branches. Responds to and/or assigns action and suspense dates on program assignments, reports, inquiries, and other time-sensitive items to appropriate Section and Branch staff and coordinates review, consolidation, completion, and timely and accurate submission of responses. Advises and participates in rulemaking associated with changes in statute or mandated rules review. Oversees all VSS program billings and liaison with the VSS contract manager on the amount of billings

Team Leads the administrative services team and the program services functions of the Section. Develops and implements guidelines and procedures and provides daily oversight related to administrative activities to assure support is provided comprehensively across the various programs within the Section and that adequate cross-training is conducted. Establishes priorities and develops goals and objectives; and provides training and guidance to staff. Makes work assignments, develops performance standards; conducts regular performance assessments and resolves employee relation issues; assures proper time and leave accounting; and interviews and selects staff. Addresses human resources issues to include review and preparation of audit packets; posting documents; FTE requests, and labor account code/department ID changes. Maintains personnel database and organizational charts; prepares personnel actions; and reviews, identifies, and makes recommendations on staffing to maintain efficiencies and meet required management-staff ratios and FTE cap. Reviews, interprets, disseminates, and applies personnel policies and procedures.

Assists Section Branch and Group managers in resource planning, tracking, and problem resolution. Maintains comprehensive knowledge of program budgets and works in concert with the section budget liaison and business analyst to assure budget and IT issues are resolved quickly and accurately. Reviews, approves, and assigns appropriate funding information to travel vouchers, invoices, contracts, and purchase requests, assuring appropriateness and sufficient justification to adhere to purchasing, accounts payable, and contracting guidelines. Assists as needed in the development, review, and approval of grant applications. Acts as the official holder of documents for the witness protection program.

Participates in Section activities related to the legislative issues, the Legislative Appropriations Request (LAR), including capital requests/BOP and exceptional item requests; Performance Measures; out-of-state travel cap and tracking; legislative bill tracking, analysis, and cost estimates; and routine and special reports, briefing documents, and other requests. Represents Section and Branch managers in meetings as appropriate.

Participates in the development of strategic plans, including setting Section goals and objectives to meet program missions. Develops schedules, priorities, standards, and evaluation standards for achieving goals. Other duties as assigned.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

Knowledge of the legislative and appropriations process as it relates to programs within the Vital Statistics Section.

Knowledge of public personnel administration, fiscal methods, training techniques, and modern office practices.

Knowledge of Section level program and policy planning, development, implementation, and evaluation.

Knowledge of DSHS and HHSC policies and procedures for personnel, budget management and tracking, fiscal accounting, purchasing and contracting, travel, and grants management.

Knowledge of program areas, resources, and grant requirements.

Skill in:

Skill and ability in human resource administration, accounting, budgeting, and office management.

Skill in developing goals and objectives; problem solving techniques, development of procedures to monitor and evaluate progress.

Skill in preparing oral and written communication, reports and correspondence.

Skill in time management and planning.

Skill in reviewing legislation and preparing cost estimates

Ability to:

Ability to provide leadership and direct program activities.

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

Ability to establish goals and objectives.

Ability to devise solutions for administrative and fiscal problems.

Ability to develop and evaluate administrative policies and procedures.

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

Ability to manage and consolidate information.

Ability to interpret and follow agency policies and procedures.

Ability to perform complex problem solving.

Ability to direct and coordinate the work of a large group of employees engaged in a variety of tasks.

Ability to make decisions on operation issues and delegate authority.

Ability to prepare comprehensive, accurate reports.

Ability to effectively handle multiple tasks with competing priorities.

Ability to adapt to a changing work environment.

Registrations, Licensure Requirements or Certifications: N/A

Initial Screening Criteria:

Required:

High school graduation or GED.

Minimum of 2 year's work experience with state agency policies and procedures for personnel, budget management and tracking, fiscal accounting, purchasing and contracting, travel, or grants management.

Minimum of 2 year’s work experience as Staff Services Officer or in an adminstrative role.

Experience with highly confidential records systems, evaluating and developing administrative policies and procedures.  

Additional Information:

This position is required to be on-site and to ensure business continuity, daily attendance is key.

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