Staff Services Officer III

This is a temporary, time limited grant funded position in response to the 2024 Severe Weather declaration.

The Federal Emergency Management Agency (FEMA) provides Crisis Counseling Assistance and Training Program (CCP) grants that fully reimburse state mental health authorities for mental health assistance and training activities in counties included when there is a presidentially declared disaster. These grants are on local needs and developed in collaboration with the affected area's Local Mental/Behavioral Health Authorities.

Disaster Behavioral Health Coordination (DBHC) administers this grant program using a bifurcated structure

• Programmatic and Fiscal. Under the direction of Disaster Behavioral Health Coordination's (DBHC) CCP Manager, the Staff Services Officer performs complex staff services work, including planning, directing, and coordinating the CCP grant.
  
  Assists with program functions such as accounting, budgeting, purchasing, human resources and training. The Staff Services Officer Ill works in concert with the CCP Manager, Program Coordinator, Fiscal team members and grantees.

This position will perform complex human resource and technical assistance work. The individual in this position must: (1) ensure assignments are completed in a timely and accurate fashion and in accordance with state, federal and local law rules and regulations; (2) staff have all the tools necessary to complete assigned work; (3) tracks activity and budgets; (4) assists in the creation of policy, plans; (4) conducts workshops and trainings; (5) assists in job posting, screening, interviewing, recommends employment of applicants, (6) assists in disciplinary actions, transfers and discharge of staff; and (7) assists in closeout of disaster response.

Staff Services Officer manages facility, IT, training requirements and consults staff on policy, procedures, technical issues, applicable rules, assists in travel arrangements and reconciliation. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Must be able to travel 10% and work nontraditional hours other than 8-5; Monday- Friday, including nights weekends and holidays.

Essential Job Functions:

Coordinates day-to-day activities and assists in managing the CCP's administrative operations. Performs complex human resource and technical assistance work, makes certain that assignments are completed in a timely and accurate fashion and in accordance with state, federal and local law rules and regulations.

Prepares and reviews operational reports related to the CCP. Serves as the primary contact for office management and ensures program staff have necessary tools and resources to carry out program related activities and job duties. Monitors program budgets, and coordinates facility and IT requirements. Provides assistance to the program staff regarding travel arrangements and reconciliation. 20%

Assists in the design and implementation of HHSC policies by establishing standards and procedures. Provides guidance and consultation regarding program policies, procedures, technical issues, applicable rules and regulations, and assists in closeout of the CCP grant.

Assists in the development of schedules, priorities, standards, and evaluation of standards for achieving short-term and long-term goals. Analyzes internal processes; develops recommendations, and implements procedural and policy changes to improve operations. Identifies issues and risks and makes recommendations for changes within the program's daily operations. 20%

Serves as liaison to other program staff and other agencies or HHS divisions concerning disaster assistance programs and initiatives being managed by the office. Provides advanced consultative services and technical assistance to staff in the development and implementation of disaster assistance program activities and initiatives.

Identifies issues and facilitates appropriate action, including completion of executive level assignments. Plans and executes special and administrative disaster assistance program assignments and projects. 20%

Directs the development and implementation of filing systems and records management procedures for the CCP, ensuring an efficient and organized electronic and paper document filing system. Ensures compliance with all applicable federal, state, local laws, policies, procedures, rules and guidelines. 10%

Plans and coordinates grant required workshops and training courses. Assists in creating job postings, and screening, interviewing, and recommending candidates for employment. 15%

Assists in the development, preparation and review of operational and special reports.

Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports.

Provides direction, reviews and approves work products. Prepares and maintains organizational charts. 15%

Knowledge Skills Abilities:

• Knowledge of health and human services programs, policies, and procedures.

• Knowledge of information technology needs.

• Knowledge of office management and human resource administration.

• Skill in coordinating activities, in the use of computers, and in critical thinking.

• Skills using MS Word, PowerPoint, Visio, MS Office, and Excel or similar programs. Strong planning and organizational skills.

• Skill in written and oral communication, including the ability to make public presentations and write technical information in an understandable format.

• Skill in responding to disaster or criminal incidents in a behavioral health environment and working within grant parameters.

• Skill in project management and the ability to lead project teams; work with multiple stakeholders, and provide oversight to contracted vendors.

• Ability to study and evaluate programs and propose recommendations. Ability to analyze and solve work problems.

• Ability to make decisions affecting the operation of administrative services functions.

• Ability to communicate effectively.

• Ability to plan, assign, and/or supervise the work of others.

• Ability to work cooperatively as a team member in a fast-paced, deadline-orientated environment Ability to perform work with a high degree of attention to detail.

• Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; to conduct sophisticated research; to prepare reports; to develop, evaluate, and interpret policies and procedures.

• Ability to work cooperatively as a team member in a fast-paced, deadline-orientated environment. Ability to communicate effectively and to train, lead, assign, and prioritize staff workloads.

• Ability to provide senior-level communication and technical assistance to manage program needs.

• Ability to function as the community liaison to agency leadership to ensure CCP requirements and needs are met.

Registration or Licensure Requirements:

Current Driver's License Initial Selection Criteria:

Preference given to candidates with a Bachelor's degree from an accredited four-year college or university.

Minimum one year of related work experience with office management and human resource administration. Experience preparing complex correspondence, documents or reports.

Experience coordinating, tracking, and responding to program assignments. Preference given to those with experience in first responder, disaster services or related field.

Must be able to travel 10%

Must be willing to work nontraditional hours other than 8-5; Monday

• Friday, including nights weekends and holidays.

Additional Information:

Positions advertised with this position description are temporary and will only be filled after a disaster declaration. Management is recruiting to identify qualified candidates that may be hired on short notice to fulfill the operations requirements when there is a federal disaster. Job requires working beyond normal work hours including holidays and weekends when necessary, especially in the first months after a disaster declaration.

DBHC is currently 100% telework, with occasional, scheduled office visits as directed by leadership.

Telework is governed in accordance with agency and division telework policy and is subject to change at the discretion of leadership.

This position is not a remote work position. Candidates must live in the Austin Metropolitan area.

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.

MOS Code:

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 at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx

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.

Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS