Staff Services Officer III reports to the Business Modernization Director and performs duties associated with the Vital Statistics Unit’s fiscal and administrative functions.
Duties include evaluation and coordination of complex administrative activities; contributing to development and evaluation of administrative goals and objectives; development and evaluation of budgets; development and interpretation of policies and procedures and preparation of correspondence.
Maintains and develops purchasing, payroll and personnel documents and assist team lead.
Acts as team lead in the absence of the Staff Services Officer IV for the Unit’s fiscal and administrative functions.
Work involves coordinating, assigning and/or monitoring work of other staff within the Unit and/or participating in workgroups and committees within the Unit and agency.
Works under limited direction with extensive latitude for the use of initiative and independent judgment.
Essential Job Functions:
(35%) Performs duties as a member of a team providing administrative support to the Vital Statistics Unit that performs, coordinates, and supports administrative and fiscal functions of the Unit. Promotes uniformity of activities through consultation with management, administrative and other personnel to accomplish program goals and objectives in compliance with DSHS policy, procedures, guidelines and regulations. Performs tasks supporting human resources, budget/fiscal, planning, and training functions. Plans, develops and implements budgets for the Unit and its programs. Monitors expenditures and allocations for those budgets. Tracks and monitors state funds allocated to the Unit. Develops and uses spreadsheets to track travel expenditures. Coordinates budget requests. Approves and tracks purchasing for the Unit and its programs. Prepares documents, reports, charts and tables utilizing computer software such as Microsoft Office Procedures including but not limited to word, Excel, Access, Power Point and other database software. Serves as the point of contact for Unit staff by assisting with travel plans and reimbursements.
(30%) Develops, maintains, and reviews designated reports, budget materials, and correspondence. Identifies and monitors available funds for purchases by reviewing federal and state funding limitations and advises of availability and projected avaiability of funds. Oversees maintenance and tracking of method of funding for the Unit (federal, general revenue, dedicated general revenue, appropriated receipts and interagency contracts) to ensure timely preparation of and response to correspondence, inquiries, routine reports (weekly, monthly, quarterly and annual), and other time sensitive items and assures that all are submitted within the required time-frames. Consults and assists the Unit Administration Staff in the review, recommendation and dissemination of budget, fiscal, travel, personnel, and purchasing, contractual and administrative documents. Analyzes and solves work problems to achieve maximum use of program services and implement these changes, as warranted to improve program operations. Provides general review and evaluation of program related documents to ensure effective administrative practices are maintained which translates into enhanced customer service.
(15%) Provides guidance to Unit staff regarding administrative policies, procedures and benefits. Consults with Human Resources regarding personnel issues within the Unit. Contributes to the preparation and submission of quarterly reports on performance measures. Develops schedules, priorities, standards and evaluation for achieving goals.
(15%) Arranges meeting locations and notifies all appropriate Unit staff and interested parties. Assist with receptionist functions as necessary. Prepares meeting agendas, issue papers, and/or special reports and distributes to appropriate staff prior to the meeting dates. Records and transcribes meeting minutes as assigned.
(5%) Participates or performs in program activities, meetings and projects and other duties as assigned (marginal).
Knowledge Skills Abilities:
Knowledge of DSHS policies and procedures for personnel, budgeting, purchasing, and travel
Knowledge of email, word processing, spreadsheet and database programs such as Word, Excel, Access and Outlook
Skill in oral and written communication
Skill in time management and planning
Ability to plan, assign and coordinate the work of others
Ability to direct program activities
Ability to establish goals and objectives
Ability to devise solutions for administrative problems
Ability to develop and evaluate administrative policies and procedures
Ability to facilitate meetings and projects and work effectively with others
Ability to manage and consolidate information
Ability to manage multiple tasks, work under pressure and meet short deadlines
Registration or Licensure Requirements:
Initial Selection Criteria:
Bachelor’s degree from an accredited university in Business, Healthcare, or similar field. Experience will be considered substitute for degree on a year for year basis.
Two years' experience in on-boarding and new and/or transferring employees for organizations or programs of 160 or more staff.
Two years' experience in developing formal reports, presentations, or communications containing detailed financial, administrative, and key performance indicators.
Experience in interpreting policies and procedures.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individual s with a disability. If you need assistance completing the on-line application, contact the CAPPS 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.
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