Clerk III - Pro Card Coordinator

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:

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. 

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

Clerk III - Procurement Card Coordinator is responsible for all State-issued procurement cards. This includes requesting procurement cards, in-servicing staff on terms and conditions for proper usage of State-issued cards, in accordance with agency policies and regulations; issuing approved emails and credit cards to designated staff; maintaining the procurement card transaction log and ensuring all receipts are turned in and recorded on timely basis; reconciling procurement card transaction log/purchase receipts to the corporate statement.

Clerk III - Procurement Card Coordinator is also responsible for all facility State travel processes and works very closely with facility staff and State Office Travel Coordinator. 

Essential Job Functions (EJFs):

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Maintaining a working relationship with department PCA and Department Heads.

Receiving new cards from the procurement card contract vendor.

Providing Procurement Card Policy training to cardholders.

Obtaining cardholder signature on procurement card agreement and training roster prior to distributing card.

Returning the signed original procurement card agreement and training roster to the PCA.

Notifying the PCA in writing of cardholder retirement, termination, relocation within the program or if the card is no longer needed and the cancellation request was not previously reported by the manager or manager designee.

Ensuring canceled cards are collected and destroyed. Card is to be shredded or cut in pieces and thrown away.

Reviewing program card usage at least quarterly and reporting activity results to the PCA requesting the PCA to cancel inactive cards or providing written justification for the inactive cards to remain open.

Conducting a select review of the program’s managers, or manager designees, pre-payment review, at least quarterly, to evaluate the appropriateness of transactions, completeness and accuracy of supporting documents and reports the results to the PCA. Any policy infractions or violations not detected by the manager or manager designee are reported to the PCA. If questionable purchases were made and were not detected by the manager, PCC shall send a copy of the invoice/receipt by fax or mail to the PCA for investigation and action.

Notifying staff of approved emails.

Issuance of approved emails and credit cards to include logging information into the Procurement Card Transaction log; provide a current Taxpayer and Vendor Account Information as shown on http://ecpa.cpa.state.tx.us/vendor/tpsearch1.html; and sign out credit card.

Turn in itemized receipts and credit card; log in the amount of the receipt/invoice on Procurement Card Transaction log; each receipt must contain the signature of the cardholder and a witness. Credit card must be signed in by procurement card coordinator and safe-guard credit card. All purchases made over telephone call must include an Exhibit B form.

Other routine duties include but are not limited to:

1. Trust Fund (Back-up)

2. Cashier (Back-up) & Cashier Auditor

3. Paymaster (Back-up)

4. Voyager Fleet System (Vehicles Fuel Cards)

5. FedEx Coordinator

6. American Printing House (for blind and deaf residents)

7. Assist the ADOA with any facility projects or needs.

Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Knowledge, Skills and Abilities (KSAs):

Working knowledge of computer skills to include Outlook, Microsoft Word, Excel

Skill in use of 10-key adding machine

Ability to work with numbers in great detail

Skill in use of accepted office procedures and extensive oral communication skills.

Skill in use of internet and credit card company websites.

Ability to be highly organized, dependable, and creative.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Accounting experience or work experience in a field related to the duties of the position.

Preferable graduation from an accredited four-year college or university with coursework in Accounting or related field. 

Additional Information:

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/Entities (LEIE).

Males between the ages of 18 – 25 must be registered with the Selective Service.

All State Supported Living Center Employees are subject to Random Drug Testing.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

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