Staff Services Officer IV

The Staff Services Officer IV is selected by and reports directly to the Director of EBT Trafficking (EBT) and Women, Infant and Children Vendor Monitoring Units (WIC) within the Investigations and Reviews Division. Performs highly advanced professional and confidential administrative assistance work.

The Staff Services Officer IV works under limited supervision with considerable latitude for the use of initiative and independent judgment. Duties include planning, directing, coordinating, and performing several staff services functions such as human resources, accounting, budgeting, purchasing, training, payroll, records management, and properly management. Performs as the assistant to the Director and as a liaison with other senior management staff.

Interacts daily with other executive staff offices to coordinate assignments. Develops and coordinates the implementation of administrative projects/initiatives assigned by the Director or other executive staff. Develops and manages documents and filing systems, including creation, review, editing, routing, filing and retention for the Director.

Maintains the Director's calendar and will monitor and manage the Director's incoming calls. Maintain databases and spreadsheets of investigations results and act as contact point for enterprise agencies. Prepare, review and audit travel reimbursement reports and Operating Budget tracking reports for the Director and will assist with travel forms for EBT Trafficking and WIC staff members.

Will handle mail in a timely manner. Performs other duties as assigned or required to maintain efficient and accurate office operations. Essential Job Functions:

EJF 1. (Assignment related) Provides timely professional administrative functions for the Director. Represents and acts on behalf of the Director and serves as the main point of contact for Investigations & Reviews-EBT Trafficking and WIC Units to provide direction and guidance on policy, planning, and operations.

Responds to and/or assigns action and suspense dates on program assignments, reports, inquiries, and other time-sensitive items to the appropriate regional staff and coordinates review, consolidation, completion, and timely and accurate submission of responses. Reviews, edits, and finalizes documents (letters, briefing papers, memos) with minimal errors prepared for the Director's signature, ensuring the documents adhere to established guidelines for correspondence. Prepares the support documents for meetings and work groups. Accurately composes, designs, and types documents, correspondence, forms, org charts, and reports, utilizing a variety of software applications (e.g., Microsoft Office, Visio, MS Project, PowerPoint, Publisher, Excel, Access). 25%

EJF 2. (Calendar Management) On a timely basis, accurately schedules, coordinates, and maintains the Director's calendar and appointments with program staff, coordinating with departments, state or federal agencies and external entities requesting appointments. Schedules meetings for Director and EBT, WIC staff.

May develop and prepare meeting agendas, attends meetings, records and transcribes meeting minutes as needed and within agreed upon deadlines. May be involve a variety of special duties or tasks, which will be evaluated at the discretion of the Director. Timely confirms appointments on the Director's calendar to ensure the Director's time is utilized efficiently.

Also conducts review of recurring meetings to determine if scheduling changes might be needed to ensure the maximum attendance. Reviews calendar daily to resolve any appointment conflicts in consultation with the Director.

Meets as necessary with the Director to review calendar appointments covering monthly periods. 25%

EJF 3. (Communication) Coordinates the Director's communication and communicates with other senior staff within the OIG, HHSC executives, Legislative offices, HHS system agency staff, and individuals and organizations external to HHSC. Educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports.

Responds to issues, working effectively and efficiently with staff with no verified leaks of confidential information. May assist the Director in addressing human resources issues to include review and preparation of audit packets; posting documents; FTE requests, and labor account code/department ID changes. Maintains personnel database and organizational charts; and prepares personnel actions. Reviews, interprets, disseminates, and applies personnel policies and procedures. 20%

EJF 4. Develops and implements guidelines and procedures and provides daily oversight related to administrative activities to assure support is provided comprehensively across the various units and regions in support of the Director of Investigations & Reviews-EBT Trafficking, WIC.

Reviews and assigns appropriate funding information to travel vouchers, invoices, contracts, and purchase requests, assuring appropriateness and sufficient justification to adhere to purchasing, accounts payable, and contracting guidelines. Assist the Director with planning, scheduling of travel ensuring the accuracy of the itinerary and the itinerary is placed on the calendar. Provides all necessary travel materials, (maps, hotel information and confirmation numbers etc. Will organize and maintain budgetary spreadsheet for both travel and operating budget tracking. 15%

EJF 5. Develop procedures for processing purchases orders and distribution of the items purchased.

Track and monitor expenditures and maintain inventory for each unit. Develops and coordinates the implementation of administrative and projects/initiatives assigned by the Director or executive staff. Develops and coordinates, and maintains records and filing systems, which include perform records retention work and coordinating with staff on disposal of records according to agency retention schedule.

May coordinate and assist with job postings and screening applicants and may advise management and answer policy and procedure question questions on new hires, promotions and demotions. Compiles division management reports and reviews for content, format and accuracy. 15%

Knowledge Skills Abilities:

Knowledge of State of Texas policies and procedures.

Knowledge of executive office operations.

Knowledge of Texas Travel Reimbursement policies and procedures.

Skill in use of acceptable grammar and punctuation.

Skill in developing, writing and editing documents.

Skill in review of detailed documents.

Skill in 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, specifically Outlook, or equivalent to include word processing, spreadsheet, database, or presentation software programs.

Skill in presenting complex concepts and information.

Skill in collecting and analyzing complex data, evaluating information, and drawing logical conclusion and providing result in a report format.

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, officials, agencies, organizations, and the public.

Registration or Licensure Requirements:

Ability to qualify for certification to receive, view and handle Texas Law Enforcement Telecommunication System (TLETS) information. Texas Driver License Initial Selection Criteria:

Graduation from an accredited four-year college or university preferably with major in business or public administration least five years of experience in advanced executive level administrative support work.

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

Experience in coordinating travel arrangements and knowledge of state travel policy and budget management. Experience in responding to inquiries from internal and external stakeholders, including legislators and Executive Management. Experience in database maintenance, filing systems and account reconciliation.

Experience in development of purchase orders, purchase requisitions and tracking. Education and experience may be substituted one for another. Travel 15%. Additional Information:

MOS Code:

Resources Manual Chapter 7. 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.

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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