CCP Administrative Assistant

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: CCP Administrative Assistant 
Job Title: Staff Services Officer III 
Agency: Health & Human Services Comm 
Department: Disaster BH-Temp Positions 
Posting Number: 7689 
Closing Date: 08/13/2025 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-B-19 
Salary Range: $4,020.33 - $6,335.66 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework: Eligible for Telework 
Travel: Up to 10% 
Regular/Temporary: Temporary 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 4601 W GUADALUPE ST 
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 
 

This position is a temporary, time-limited grant-funded position in response to the 2025 Central Texas Floods declaration.

The Federal Emergency Management Agency (FEMA) provides Crisis Counseling Assistance and Training Program (CCP) grants fund mental health assistance and training activities provided in counties following a presidentially declared disaster. These grants are based on local needs and developed in collaboration with local mental health and behavioral health authorities (LMHAs/LBHAs) in the affected regions.

Disaster Behavioral Health Coordination (DBHC) administers this grant program using a bifurcated structure, comprising both programmatic and Fiscal Components. Under the direction of Disaster Behavioral Health Coordination's (DBHC) CCP Manager, the Staff Services Officer performs complex staff services work, including planning, directing, and coordinating the CCP grant. Assists with program functions such as accounting, budgeting, purchasing, human resources and training. The Staff Services Officer Ill works in concert with the CCP Manager, Program Coordinator, Fiscal team members and grantees.

This position will involve performing complex human resource and technical assistance tasks. The individual in this position must: (1) ensure assignments are completed in a timely and accurate fashion and in accordance with state, federal and local law rules and regulations; (2) staff have all the tools necessary to complete assigned work; (3) tracks activity and budgets; (4) assists in the creation of policy, plans; (4) conducts workshops and trainings; (5)  assists in job posting, screening, interviewing, recommends employment of applicants, (6) assists in disciplinary actions, transfers and discharge of staff; and (7) assists in closeout of disaster response.

The Staff Services Officer manages facility, IT, and training requirements, and consults staff on policy, procedures, technical issues, and applicable rules, including assisting with travel arrangements and reconciliation. Works under general supervision, with moderate 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.

Coordinates day-to-day activities and assists in managing the CCP's administrative operations. Performs complex human resource and technical assistance work, ensures assignments are completed in a timely and accurate fashion and in accordance with state, federal and local law rules and regulations. Prepares and reviews operational reports related to the CCP. Serves as the primary contact for office management and ensures program staff have the necessary tools and resources to carry out program related activities and job duties. Monitors program budgets and coordinates facility and IT requirements. Assists the program staff regarding travel arrangements and reconciliation. 20%

Assists in the design and implementation of HHSC policies by establishing standards and procedures. Provides guidance and consultation on program policies, procedures, technical issues, and applicable rules and regulations, and assists in the closeout of the CCP grant. Assists in the development of schedules, priorities, standards, and evaluation of standards for achieving short-term and long-term goals. Analyzes internal processes, develops recommendations, and implements procedural and policy changes to enhance operations. Identifies issues and risks and makes recommendations for changes within the program's daily operations. 20%

Serves as liaison to other program staff and other agencies or HHS divisions concerning DBHC managed disaster assistance programs and initiatives. Provides advanced consultative services and technical assistance to staff in the development and implementation of disaster assistance program activities and initiatives. Identifies issues and facilitates appropriate action, including completion of executive level assignments. Plans and executes special and administrative disaster assistance program assignments and projects. (20%)

Directs the development and implementation of filing systems and records management procedures for the CCP, ensuring an efficient and organized electronic and paper document filing system. Ensures compliance with all applicable federal, state, local laws, policies, procedures, rules and guidelines. 10%

Plans and coordinates grant required workshops and training courses. Assists in creating job postings, and screening, interviewing, and recommending candidates for employment. (15%)

Assists in the development, preparation and review of operational and special reports. Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports. Provides direction, reviews and approves work products. Prepares and maintains organizational charts. (15%)

Knowledge Skills Abilities:

Knowledge

• Knowledge of health and human services programs, policies, and procedures.
• Knowledge of information technology needs.
• Knowledge of office management and human resource administration.

Skills

• Skill in coordinating activities, in the use of computers, and in critical thinking.
• Skills using MS Word, PowerPoint, Visio, MS Office, and Excel or similar programs. Strong planning and organizational skills.
• Skill in written and oral communication, including the ability to make public presentations and write technical information in an understandable format.
• Skill in responding to disaster or criminal incidents in a behavioral health environment and working within grant parameters.
• Skill in project management and the ability to lead project teams; work with multiple stakeholders, and provide oversight to contracted vendors.

Abilities

• Ability to study and evaluate programs and propose recommendations. Ability to analyze and solve work problems.
• Ability to make decisions affecting the operation of administrative services functions.
• Ability to communicate effectively.
• Ability to plan, assign, and/or supervise the work of others.
• Ability to work cooperatively as a team member in a fast-paced, deadline-oriented environment.
• Ability to perform work with a high degree of attention to detail.
• Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; to conduct sophisticated research; to prepare reports; to develop, evaluate, and interpret policies and procedures.
• Ability to work cooperatively as a team member in a fast-paced, deadline-oriented environment. Ability to communicate effectively and to train, lead, assign, and prioritize staff workloads.
• Ability to provide senior-level communication and technical assistance to manage program needs.
• Ability to function as the community liaison to agency leadership to ensure CCP requirements and needs are met.

Registration or Licensure Requirements:

Current Driver's License

Initial Selection Criteria:

Preference given to candidates with a Bachelor's degree from an accredited four-year college or university.

Minimum one year of related work experience with office management and human resource administration. Experience preparing complex correspondence, documents or reports. Experience coordinating, tracking, and responding to program assignments. Preference given to those with experience in first responder, disaster services or related field.  

Must be able to travel 10%

Ability to work hours other than 8:00-5:00, including nights, weekends, and holidays in support of the program and agency mission.

Additional Information:

Positions advertised with this position description are temporary and will only be filled after a disaster declaration. Multiple vacancies for this position. Management is recruiting to identify qualified candidates who may be hired on short notice to fulfill operational requirements in the event of a federal disaster.

DBHC is currently 100% telework, with occasional, scheduled office visits as directed by leadership. Telework is governed in accordance with agency and division telework policy and is subject to change at the discretion of leadership. This position is not a remote work position. Candidates must live in the Austin Metropolitan area.

Ability to work the hours 8 AM – 5 PM, Monday through Friday, and be flexible to work alternate work hours as needed. The job requires working beyond normal working hours, including holidays and weekends, when necessary, and frequently following an emergency, incident, or disaster declaration with little to no prior notice. An individual must be able to work under stressful situations and long hours as part of a deployed team. Individuals are required to monitor program communications via iPhone, text message, and email and promptly respond accordingly.

Only applicants selected for an interview will be notified of selection results.

An in-basket exercise will be given immediately following the interview.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodations during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the online application, contact the HHS 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.

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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 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.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.