Staff Services Officer IV

The Staff Services Officer IV reports directly to the Associate Commissioner for Strategic Operations and performs highly complex (senior level) staff services work. The Staff Services Officer IV provides assistance to the Directors and their staff within Strategic Operations. Work involves planning, directing, and coordinating staff services functions such as human resources, accounting, budgeting, information technology, training, continuation of operations plans, travel, records management, and property management.

Coordinates and tracks assignments and activities, makes travel arrangements, completes purchase requisitions, schedules meetings, and sets deadlines and monitors status to ensure timely and accurate completion of assignments.

Provides assistance with posting, selection, hiring, and retention of great employees, as well as, reviewing and completing forms. Possesses proficient writing and verbal communication skills. Demonstrates the ability to manage confidential information effectively and work collaboratively with agency executives.

Develops and coordinates the implementation of administrative projects and initiatives assigned by the Associate Commissioner, Directors, or designated staff. Manages documents and filing systems, including creation, review, editing, routing, filing, and retention.

Maintains the Associate Commissioner's calendar. Prepares and reviews travel reimbursement and budget tracking reports, and provides assistance with travel arrangements for staff members.

Provides guidance on administrative matters to management and staff, and assists with screening, scheduling interviews, and onboarding new employees. Develops, maintains, and communicates administrative procedures and methods for the Office.

Ensures quality of reports and other publications. Coordinates meetings with other governmental agencies, external stakeholders, and executives.

The Staff Services Officer IV works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Performs other duties as assigned or required to maintain efficient and accurate office operations.

Essential Job Functions:

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

EJF 1. Provides timely and professional administrative support for the Associate Commissioner and Directors, including planning, directing, and coordinating functions such as process development and improvement. Acts as the primary point of contact for greeting and directing visitors to the appropriate staff. Manages program assignments, reports, inquiries, and other time-sensitive items by responding directly or assigning action to the appropriate staff. Coordinates the review, consolidation, completion, and timely submission of responses to various tasks. Reviews, edits, and finalizes documents such as letters, briefing papers, memoranda, reports, and other written communication for the Associate Commissioner's review and signature, ensuring minimal errors and adherence to established correspondence guidelines. Prepares support documents for meetings and workgroups, proficiently composing, designing, and formatting documents, correspondence, forms, organizational charts, and reports utilizing various software applications (e.g., Microsoft Office, Visio, MS Project, PowerPoint, Publisher, Excel, Power BI, etc.). Compiles management reports, diligently reviewing them for content, format, and accuracy. (20%)

EJF 2. Develops and implements guidelines and procedures to ensure comprehensive support across various units. Responsibilities include entering requisitions, adhering to procurement, and purchasing deadlines. Reviews travel vouchers, invoices, and purchase requests to ensure appropriateness and sufficient justification, in compliance with state purchasing, and accounts payable guidelines and rules. Develops, reviews, and communicates administrative policies, procedures, standards, and methods. Track and monitor expenditures and maintain inventory for each unit. Manages schedules and travel arrangements for the Associate Commissioner and leadership and maintaining budgetary spreadsheets. (20%)

EJF 3. Coordinates administrative projects and initiatives, ensuring adherence to records retention policy while maintaining records and filing systems. Provides human resources support functions, including screening applications, preparing for, and conducting interviews, and training new hires. Prepares building services request forms for building and program-related issues. Analyzes internal processes and recommends and implements procedural or policy changes to improve operations. Plans, conducts, or coordinates workshops and training programs for staff within the Office of Strategic Operations to meet new and existing staff needs and requirements. Coordinates meetings, conferences, and seminars. (20%)

EJF 4. Manages the Associate Commissioner calendar, schedules appointments, and coordinates meetings with internal and external stakeholders. Develops and prepares meeting agendas, attends meetings, and transcribes meeting minutes. Maximizes the Associate Commissioner's calendar for time efficiency and conducts regular calendar reviews. (20%)

EJF 5. Coordinates for the Associate Commissioner and effectively communicates with staff within the Office, System Support Services directors, HHSC executives, HHS system agency staff, and external entities.

Provides education to staff on departmental procedures, policies, and proper preparation of correspondence, documents, travel guidelines, and special reports. Responds to issues promptly and maintains confidentiality. 15%

EJF 6. Performs additional related duties as assigned. 5%

Knowledge Skills Abilities:

Extensive knowledge of day-to-day office management.

Knowledge of the principles and practices of office management and business administration procedures.

Knowledge of effective business management practices and operations.

Knowledge of executive office operations.

Knowledge of administrative procedures.

Skill in office management.

Skill in human resource administration.

Skill in using correct grammar and punctuation.

Skill in developing, writing, and editing documents.

Skill in review of detailed documents.

Skill in time management, organization, and prioritization.

Skill in analyzing and evaluating complex administrative issues.

Skill in the use of computer and related equipment, including the use of Microsoft Office Suite.

Ability to develop creative and workable solutions to complex problems and issues.

Ability to communicate effectively, both orally and in writing.

Ability to coordinate with other staff, departments, agencies, and external stakeholders.

Ability to study and evaluate programs and propose recommendations, to interpret and apply agency policies and procedures, to analyze and solve work problems, to make decisions affecting the operation of administrative services functions.

Registration or Licensure Requirements:

Initial Selection Criteria:

Graduation from an accredited four-year college or university preferably with major coursework in business or public administration, or a related field is generally preferred.

Five years of experience in advanced executive level administrative support work.

Experience in office management, business administration, human resources administration or budget and preparation work.

Additional Information:

MOS Code:

42A, YN, 0111, 3A1X1

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.

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