Office of Mental Health Coordination Office Administrator

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Brief Job Description:

The Office of Mental Health Coordination (OMHC) Office Administrator reports to the Associate Commissioner for the OMHC unit in the Behavioral Health Services (BHS) Department. The BHS Department mission is to promote a coordinated mental health and substance use continuum of care that empowers the people and families we serve. OMHC supports this mission through local, state, and federal partnerships to develop and implement behavioral health policies that inform the implementation and efficacy of behavioral health services.

The OMHC Office Administrator provides executive level support to the Associate Commissioner for the OMHC unit and is responsible for the global office administration in OMHC. This person liaises with Health and Human Services (HHS) Administrative Support Areas including Information Technology (IT), Procurement and Contracting Services (PCS), Financial Services, Office of Audit and Compliance, and System Support Services to include Human Resources (HR), Business and Regional Services, Operations and Support Services, and the Learning Resource Network. Due to the high degree of independence, coordination and liaising, it is the expectation of the Associate Commissioner that this individual make decisions in accordance with office, department, and agency policies and procedures, provide customer service that exemplifies strong verbal and written communication, and application of soft skills that will allow cultivation and maintenance of relationships required to successfully execute job expectations.

It is preferred that this staff reside in the greater Austin, Texas area within a 50-mile radius of this address: 4601 W. Guadalupe St. Austin, TX 78751, and travel to this location at least one day per week, or more as directed.

Essential Job Functions (EJFs):

EJF 1. The OMHC Office Administrator shall schedule, organize, and partner with the OMHC Associate Commissioner to prioritize meetings and other events. Partner with certain OMHC staff to monitor several OMHC shared email boxes to ensure timely responses to internal and external stakeholders. This will require coordinating with HHSC subject matter experts to appropriately respond to inquiries. Serve as the central point of contact for OMHC and receive assignments from the BHS Cross Division Coordination (CDC) unit, the BHS Deputy Executive Commissioner (DEC) Senior Policy Advisor or other department and agency offices. All assignments will be logged and tracked. Coordinate rule projects and records retention activities for OMHC. This involves tracking applicable rule projects and coordinating and tracking record retention procedures to ensure OMHC remains in compliance with agency policy. Develop and/or review HHS memos or other documents to ensure accuracy of the format in preparation for routing to the BHS Department CDC unit, BHS DEC, or other agency executives for approval. Develop special reports at the direction of the OMHC Associate Commissioner for submission to the BHS Department DEC for review. The OMHC Office Administrator may participate in department or agency-level workgroups communicating the administrative needs of the OMHC unit or BHS Department, which may also include providing feedback on agency policies that impact administrative duties. Attend meetings on behalf of, or with the OMHC Associate Commissioner which may include taking meeting notes. (35%)

EJF 2. The OMHC Office Administrator shall initially, and on a regular cadence, assess the global administrative needs of the OMHC unit and address these needs in consultation with the OMHC Associate Commissioner, members of the OMHC leadership team, and as necessary, all other staff in the unit. At minimum, the assessment shall include the need for new, or revised office procedures that explain how OMHC will implement BHS Department and/or agency expectations. Examples of such procedures may include but is not limited to entering requisitions for purchasing goods and services, travel, asset procurement and tracking, broadcast message dissemination, record retention, and onboarding and offboarding staff. When office procedures are newly developed or revised, the OMHC Office Administrator shall provide training and/or on-going technical assistance to OMHC staff to ensure an understanding of office procedures, and partner with OMHC leadership to ensure staff compliance. (15%)

EJF 3. The OMHC Office Administrator shall manage a Centrally Billed Account (CBA) card for the OMHC unit, coordinate travel arrangements and travel reimbursement for members of the Behavioral Health Advisory Committee and other committees operated by the OMHC unit who are eligible for travel reimbursement. This may involve communicating with advisory committee members, the Health and Human Services Commission (HHSC) travel office, the HHSC budget office, and other offices. Assist OMHC unit staff with travel arrangements to include using the CBA card to pay for hotel stay, reviewing travel documentation prepared by staff to ensure accuracy of information prior to routing to the OMHC Associate Commissioner for approval, preparing travel memos on behalf of the OMHC Associate Commissioner, developing and processing travel and reimbursement documentation on behalf of the Associate Commissioner, and collecting documentation from staff post travel to reconcile CBA statements. (15%)

EJF 4. The OMHC Office Administrator shall coordinate, maintain, and serve as the OMHC SharePoint site owner. This will include assisting staff with permissions, edits, and other technical assistance for all OMHC sites and subsites. Completion of this task will require consultation with BHS CDC and other units, HHSC IT, and HHS Enterprise SharePoint Support. (10%)

EJF 5. The OMHC Office Administrator shall ensure that OMHC staff have access to hybrid workstations, storage items and access to state-owned buildings. When an office move is required, the OMHC Office Administrator shall coordinate with HHSC IT, HHSC Business and Regional Services, and contracted vendors to develop and implement an OMHC move plan that contemplates the IT and facilities infrastructure required by staff to perform the duties of their job. (10%)

EJF 6. The OMHC Office Administrator may be directed to make advisory committee or other council documents accessible to include Power Point presentations, Word, Excel, and PDF documents and coordinating with the Office of Accessibility to ensure accuracy in making the products accessible. (10%)

EJF 7. The OMHC Office Administrator shall perform other duties as assigned. (5%)

Knowledge, Skills and Abilities (KSAs):

K1: Knowledge of the agencies policies and procedures relating to human resources, purchasing, accounting, budgeting, property, and records management as applicable to carrying out the essential job functions.

K2: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.

K3: Knowledge of office management and customer service principles.

K4: Knowledge of SharePoint, CAPPS Financials and HHS travel policy and procedures including eTravel.

S1: Skill in operating computers, computer hardware and related equipment.

S2: Skill in operating professional software, including the use of Microsoft Office or equivalent to in word processing, spreadsheet, database, or presentation programs.

S3: Skill at communicating effectively both written and oral.

S4: Skill in providing excellent customer service.

S5: Skill in planning, organizing, and managing time effectively.

S6: Skill indecision making and problem solving.

S7: Skill at synthesizing information.

A1: Ability to use technology to execute essential job functions.

A2: Ability to use Word, Excel, and PowerPoint to convey information to BHS staff and other internal and external stakeholders.

A3: Ability to use oral and written forms of communication to present information that may develop understanding of subject matter and aid in decision making.

A4: Ability to use customer service skills to execute essential job functions. Customer service skills include the following as examples: active listening, adaptability, conflict resolution, reading physical and emotional cues, responsiveness, and timeliness.

A5: Ability to use planning, organization, and time-management skills to execute essential job functions to include developing office procedures that promote clarity and consistency in office administrative practices.

A6: Ability to use critical thinking and decision-making skills to problem solve office administrative issues that arise, be responsive to BHS staff requests, and requests from other internal and external stakeholders.

A7: Ability to synthesize technical information (example: HHSC’s requisition process) and use oral and written forms of communication to provide condensed information to BHS staff and other internal and external stakeholders.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

No licensure, certification, or registrations are required for this position. The candidate must have a high school diploma or General Educational Development. An associate or bachelor’s degree in office administration, business administration, human resources, or a related discipline is preferred, but not required.

Additional Information:

This position is telework eligible, on a telework hybrid work schedule. Please note that all HHS positions are subject to state and agency directives and telework policies in addition to the discretion of the direct supervisor and business need.

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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