Specialty Health Staff Services Officer

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.

Brief Job Description:

The Specialty Health (SH) Staff Services Officer (SSO) works under the general direction of the Contract and Reimbursement Manager within the Community Services Department of the Health and Human Services Commission (HHSC). Performs several staff services functions such as administrative tasks, inventory, purchasing, routing correspondence, fax distribution, and records management. SSO provides assistance and support to managers, and staff, related to various office functions. Works closely with programs in Specialty Health including Epilepsy; Navigate Life Texas; Kidney Health Care; Hemophilia; Blindness Education, Screening and Treatment; and Children with Special Health Care Needs Services Program. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):

Monitors and distributes emails and faxes for multiple programs. Reviews documents, reports, forms, and claims for accuracy, completeness, and legibility. Maintains confidentiality when reviewing sensitive and private information. Performs administrative tasks for all programs of SH, including filing, maintaining office supplies, document editing, and handling general inquiries. Assists with or responds to administrative time-sensitive requests and assignments. Performs record retention work and coordinates with staff on disposal of records according to the agency retention schedule. Assists with in-office mailing needs. 35%

Maintains scheduling and event calendars. Reserves conference and meeting rooms. Compiles materials for meetings, webinar support, virtual meetings, conferences, seminars, presentations, travel, and trainings. Serves as meeting facilitator and point of contact. Supports in taking meeting minutes and communicates meeting information. Attends meetings and trainings and contributes to overall effectiveness. 25%

Assists with preparing and tracking requests, processing orders, coordinating, and monitoring projects. Analyzes current processes to determine the need for improvements in work systems and procedures. Plans, develops, and implements procedures to assist the section in maintaining effective business practices and daily operations. Writes new procedures, revises, and edits current procedures and ensures that the final product is approved and distributed. Compiles and submits responses to open records requests. Assists with or responds to administrative time-sensitive requests and assignments. Completes monthly reports, monitor inventory, purchasing supplies and equipment in accordance with agency requirements. 15%

Assists with the hiring process. Coordinates with hiring panel, schedules applicant interviews, corresponds with candidates, and assists with hiring documentation and requirements. Participates in the new employee onboarding process to ensure administrative, IT, and HR tasks are met within appropriate time frames. Assists with maintenance of distribution lists and organizational charts. 10%

Assists with IT and telephone related requests or needs and ensures workstations are set up and equipped properly. Assists with facility requests and other building maintenance issues. Coordinates team member travel and assists with travel claims. 10%

Participates or performs in program activities, meetings and projects and other duties as assigned. 5%

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

Knowledge of agency programs, policies, and procedures; the methods, principles, and practices of the agency; fiscal or budgeting techniques and practices; and office management and human resource administration.

Skill in:

Skill in coordinating activities, the use of a computer and applicable software, and critical thinking; use of standard office equipment and software; calendar management; written and verbal communication; time management and balancing competing priorities; Microsoft Office Suite and software; building and maintaining effective working relationships, exercising professional judgement, tact, and diplomacy.

Ability to:

Ability to study and evaluate programs and propose recommendations, to interpret and apply agency policies and procedures, to analyze and solve work problems, to communicate effectively, and to provide guidance to others; handle high-level and high-volume administrative tasks and challenges; further a culture of positivity within the workforce; analyze and solve work-related problems; communicate effectively with peers and leadership staff; distribute assignments to administrative staff to ensure efficiencies; manage multiple tasks, work under pressure, and meet short deadlines.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

Graduation from an accredited high school or GED. (Required)

Minimum of 2 years of experience in administrative support or staff services functions. (Required)

Experience in supporting new hires and onboarding staff members on behalf of the office or team. (Required)

Experience in purchasing program or office materials. (Required)

Additional consideration may be granted to those with the following preferred criteria: Experience with Texas HHS purchasing, including entering requisitions, processing purchase orders, and serving as a procurement cardholder. 

Additional Information:

This position is eligible for telework consistent with HHSC telework policy, which is subject to change. Employees may be required to work in the office one or more days a week. 

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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