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 Staff Officer V assumes a pivotal role in overseeing highly advanced professional and confidential administrative assistance work. Demonstrating a capacity to work with minimal supervision, the Staff Officer exercises substantial autonomy for initiative and independent judgment, particularly in the management of complex operational activities crucial to supporting the HHS Office of Audit and Compliance (OAC).

The Staff Officer V serves as one of the primary points of contact for OAC leadership (Directors, Managers, and occasionally the CAE). They work with senior management staff, facilitating daily interactions with executive offices. Responsibilities span the development and coordination of administrative projects and initiatives assigned by the HHS leadership. This includes the management of documents and filing systems, encompassing creation, review, editing, routing, filing, and retention specifically tailored for OAC leadership.

Moreover, the Staff Officer V assumes a pivotal role in the preparation and editing of office manuals and procedures, offering valuable assistance with audit reports, and tracking office expenditures.

In addition, the Staff Officer V engages in highly advanced management of complex operational activities that underpin the OAC. This entails the management of all purchasing for the OAC, development and tracking of expenditures, coordination of outsourced services procurements, management of contracts, and valuable contributions to office cost allocation, point of contact for division with accounting division.

Operating with minimal direction and extensive latitude for the exercise of initiative and independent judgment, the Staff Officer V performs related duties as assigned, consistently aligning with the mission and goals of the OAC.

Essential Job Functions (EJFs):

EJF 1. (General Administrative Functions) Delivers timely and professional administrative support for the HHS OAC Directors. (20%)

On a timely basis, accurately schedules, coordinates, and maintains calendars and appointments with internal and external management. Schedules meetings for OAC leadership and staff, as needed. Timely confirms appointments on OAC leadership calendars to ensure efficiency. Also conducts review of recurring meetings to determine whether scheduling changes might be needed to ensure the maximum staff attendance.

Manages the calendar for the director and assignments, ensuring efficient coordination. Prepares and edits administrative office manuals and procedures, maintaining clarity and accuracy in documentation. Handles requests for the OAC promptly, responding to emails or mail on the same day of receipt. Reviews, prioritizes, and accurately addresses all incoming correspondence for the OAC leadership and staff.

Reviews, edits, and finalizes documents, including letters and memorandums, with precision, ensuring strict adherence to established guidelines for correspondence. Proficiently composes and designs various documents, correspondence, forms, and organizational charts, utilizing a range of software applications such as Microsoft Office, Visio, PowerPoint, Excel, and Access.

Acts as a backup for other administrative positions within HHS OAC, providing necessary support to OAC leadership and staff as required. Oversees the filing system to ensure records are maintained in accordance with standards. Coordinates with HHS Records Management staff to ensure compliance with regulatory requirements.

OAC Point of Contact for all HHS Facilities, IT, and Network requests. 

EJF-2. (Procurement and Financial Stewardship) (20%)

Coordinates the procurement of essential goods and services for the OAC, aligning with HHS policy guidelines. This involves preparing requisitions, using pro-cards, creating requisitions through CAPPS Financial, and handling OAC travel expenses with a special focus on fulfilling the training requirements mandated.

The primary objective is to ensure a seamless and timely procurement process, facilitating prompt payments to accounts receivable. This includes managing Continuing Professional Education (CPE) Training purchases for auditors, renewals of professional organization memberships, OAC travel expenses, and acquiring other critical goods and services crucial to the operational efficiency of OAC.

Additionally, the role actively manages the tracking and maintenance of the OAC checkbook, conducting a thorough review and supervision of financial transactions. This encompasses managing requisitions, pro-card payments, OAC travel expenses, and a specialized focus on fulfilling the rigorous training requirements mandated for auditors across diverse audit organizations.

Serve as the lead contact for an OAC contract.

EJF-3. (Management and Professional Development Oversight) (20%)

Serves as the financial guardian and professional development facilitator within the OAC. Precisely and promptly records division expenses, purchase orders, invoices, and continuing professional education hours completed by audit staff into the OAC CPE master file log. Oversees the Division's individual CPE training ordering system, ensuring that records adhere to established standards. Back-up to the official access data base for CPE hours reported to OAC leadership. (20%)

EJF 4 (Workforce Procurement and Administration.) (20%)

Contributes to the seamless integration and transition of personnel within the OAC, serving as a support for OAC leadership across the entire spectrum of hiring and separation processes. This includes active involvement in the on-boarding of new hires or off-boarding, managing inter-agency transfers, tracking professional education, and providing support and completion of OAC human resource functions. Participates in talent acquisition and team cohesion by ensuring that the on-boarding, transfer, and separation processes are carried out with precision, professionalism, and efficiency.

Assumes a central role in the interview process by coordinating employment interviews and meetings with OAC leadership. Manages the on-boarding process, from generating welcome letters to handling essential new hire paperwork and configuring work environments, including setting up laptops and associated peripherals.

Facilitates interview setup and scheduling, ensuring a streamlined and organized approach to the selection process. Collaborates directly with the Help-desk, Texas Facilities, Local IT, and the Human Resource/Service Center to facilitate the smooth transmission of new hire documentation. Additionally, aids in completing new hire checklists, managing badging and access requirements, and orchestrating the overall setup for incoming employees. (20%)

EJF 5. (Records and Asset Management) (10%)

Assists the HHS OAC Directors with document organization and filing for easy and efficient retrieval. Maintains records management system for the OAC. Develops and implements and maintains a filing system and a process that ensures records are appropriately maintained and destroyed in accordance with HHS processes and the retention schedule. Coordinates with HHS Records Management staff to ensure full compliance with regulatory requirements. Conducts an annual inventory of tagged and untagged items within the division. 

EJF 6. (Communication, SharePoint, and Website Maintenance) (10%)

Communicates with senior staff and management within OAC, HHS (HHSC and DSHS) as well as external individuals and organizations. Reviews, edits, and routes documents as requested by OAC leadership. Educates staff as needed on OAC policies and procedures regarding proper preparation of correspondence and documents. Coordinates requests for activations and deactivations of accounts as well as facility improvements. Maintains the OAC staff contact list on SharePoint, ensuring up-to-date and accessible information. Regularly checks with OAC leadership quarterly for any scheduling changes to stay abreast of operational adjustments. Escalates problems for resolution and communicates with the OAC leadership.

Knowledge, Skills and Abilities (KSAs):

Knowledge of: Health and Human Services programs, State of Texas policies and procedures, executive office operations, budget development and analysis of accounting methods and systems, HHS purchasing and records management requirements.

Skill in: Using acceptable grammar and punctuation; Developing, writing, and editing documents; Reviewing detailed documents; Organization and prioritization; Analyzing and evaluating complex administrative issues; Using computer and related equipment, including the use of Microsoft Office Suite, specifically Outlook, or equivalent to include word processing, spreadsheet, database, or presentation software programs.

Ability to: Develop creative and workable solutions to complex problems and issues; Communicate effectively both orally and in writing; Coordinate with other staff, departments, officials, agencies, organizations, and the public; Work cooperatively in a team environment; Write and proof-read reports and memorandum, manage a purchasing function, manage a records management function, assist with the coordination of the hiring and staff on-boarding processes.

Registrations, Licensure Requirements or Certifications:

Certified Texas Contract Manager (CTCM) is preferred. The CTCM must be obtained within three months of hire date.

Initial Screening Criteria:

Graduation from standard senior high school (Preferred - Some semester hours from an accredited college or university in business administration or a related field). The individual must have at least five years of experience in advanced, executive level administrative support work. Experience in responding to inquiries from internal and external stakeholders, including legislators and executive management. Experience in purchasing, records management, and staff on-boarding.

Additional Information:

N/A

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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.