CPS PA Admin Asst II

CPS PA Admin Asst II

The position provides advanced (senior-level) clerical and general office support for the Program Directors of the Child Protection Investigation (CPI) Division. The Clerk works diligently to help maintain smooth office operations by planning, analyzing data, inventory control, assisting with human resource tasks, interpreting policy and procedures, provides professional and courteous assistance to our clients, families and stakeholders when needed, works well under pressure and is able to prioritize assigned tasks and deadlines. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement. The position interacts routinely with Texas Department of Family and Protective Services staff and the community. Essential Job Functions:

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

• Compiles, organizes, tracks and monitors various types of information, including but not limited to: agency random moment time studies, requests for any IT changes in hardware or information security and access, processes client services authorizations, accesses and provides information from the HHSC income eligibility database.

• Manages program related data entry and case tracking information into IMPACT such as maintaining on-call schedules, reviews, routes and logs courtesy requests and case transfers. Utilizes data warehouse for reports as well as information for internal or external stakeholders.

• Answers and screens telephone inquiries including managing client questions or complaints in a professional manner. Takes and routes messages, monitors and distributes faxes received. Opens and distributes incoming mail accordingly and processes all outgoing mail.

• Creates various correspondence and forms such as case staffing agendas, program meeting information, phone lists, organization charts, and will assist with meeting notes as requested.

• Maintains confidential program related documents such as performance evaluations, personnel records, case records, related files, and other documents to support work of the program area.

• Utilizes technology to maximize program efficiency and effectiveness by accessing applications to reserve conference and visitation rooms for meetings in various buildings throughout the program area, and assists staff with processing travel claims.

• Oversees supply inventory and creates purchase orders as necessary to ensure adequate supplies for all staff in office.

• May assist with switchboard operations, notarizing legal documents, and train new admins as needed.

• Performs other duties as assigned and required to maintain program operations.

Knowledge Skills Abilities:

• Knowledge of office practices and administrative procedures.

• Skill in effective verbal and written communication and the ability to understand both verbal and written instructions.

• Skill in working and interacting in an office supporting several staff members.

• Skill in establishing and maintaining effective working relationships.

• Ability to work in dependently in a fast-paced environment.

• Ability to operate a personal computer and various software packages including Microsoft Word, Excel, and Outlook at an advanced level.

• Ability to effectively handle and prioritize multiple assignments in a dynamic environment.

• Ability to operate basic office equipment such as fac machines, copier, and printers.

• Ability to communicate in a courteous and professional manner.

• Ability to take initiatives and make sound judgements. Registration or Licensure Requirements:

na Initial Selection Criteria:

Previous experience or position held in an administrative support setting. Additional Information:

Interview Requirements: Any candidate who is called to an agency for an interview must notify the interviewing agency in writing of any reasonable accommodation needed prior to the date of the interview. MOS Code:

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: HM, 4C0X1. Note: There are no direct military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty, reservists, guardsmen, and veterans are encouraged to apply. For more information, see the Texas State Auditor's Military Crosswalk here.

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form

• Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS 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.

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form

• Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS 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.