Staff Services Officer IV

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 candidate will direct report to the Associate Commissioner (AC) for Behavioral Health Services (BHS) Quality, Compliance, and Performance Improvement (QCPI) department located in the BHS Division in the Chief Programs and Services Office (CPSO) with the Health and Human Services Commission (HHSC). The candidate will provide oversight, department office administrative management services and execute communication and liaison functions on behalf of the AC to department staff and other critical agency partners and divisions. The candidate will, at minimum, be expected to liaison with HHSC administrative support areas including Information Technology (IT), Procurement and Contracting Services (PCS), Chief Financial Officer (CFO) office, 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 (LRN) in addition to key external behavioral health stakeholders such as university partners. Due to the high degree of independence, coordination, and liaising, it is the expectation of the AC that this individual make decisions in accordance with office, department, and agency policies and procedures, provide excellent 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 implement job expectations.

In consultation with the AC, develops and implements a plan for division administrative management and operations by coordinating with AC direct reports (Directors and Managers) to ensure accuracy, timeliness, and completeness of deliverables essential to the optimal functioning of QCPI.

The candidate must reside in the greater Austin, Texas area, or be willing to relocate to the Greater Austin, Texas area. This position is telework eligible. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business need.

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

Essential Job Functions (EJFs):

EJF 1. Provides executive level support to the AC including creation of documents, prep materials and executive documents for legislative meetings, presentations, and proposals. Arranges travel (including reconciliation of travel documentation in accordance with agency policy, registration for conferences, and other related activities), processes requisitions, plans/arranges timely performance evaluations, ensures timely completion of training of AC direct reports, and organizes/prioritizes meetings on the AC calendar daily. Coordinates asset management and resolves IT issues. Additionally, tracks and facilitates the AC timely review and approval of documents and requests. (30%)

EJF 2. Coordinates and oversees the administrative operations/activities as an extension of the AC for the QCPI department in collaboration with the AC direct reports. This includes but is not limited to, coordination and planning of direct report(s) meetings, leadership meetings, meetings with all BHS SSOs to ensure consistent internal operations, the development of AC division communications, processing of employment actions and remedies, and other core activities facilitating the seamless function and administration of the AC’s duties within the division. Coordinates QCPI staff events. (25%)

EJF 3. Attends meetings with the AC or represents the AC in meetings communicating AC directives, takes meeting minutes and tracks and follows up on action items as needed. (20%)

EJF 4. Maintains confidential records and assists the BHS Records Management Coordinator with collection of records following the agency records retention schedule. (15%)

EJF 5. Performs other duties as assigned. (10%)
 

Knowledge, Skills and Abilities (KSAs):

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

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

Knowledge of office management and customer service principles.

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

Skill in operating computers, computer hardware and related equipment.

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

Skill in communicating effectively both written and oral.

Skill in providing excellent customer service.

Skill in planning, organizing, and managing time effectively, including prioritization of AC task list.

Skill in decision making and problem solving.

Skill in synthesizing information.

Ability to use technology to execute essential job functions.

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

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

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.

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.

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.

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:

An associate or bachelor’s degree from a community college, U.S. accredited college or university with specialization in public administration, health services, business administration, human services, or related areas is preferred but not required. The candidate must have a high school diploma or General Education Development (GED) and a minimum of 3 years’ experience providing executive level support in a government agency at the county, state, or federal level. Experience in project management is preferred but not required. 

Additional Information:

N/A

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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.