Staff Services Officer

Are you a talented professional ready to use your administrative and organizational skills to help support business processes and drive greater efficiency? If you are a proactive individual looking for an opportunity to grow and succeed with high-performing teams, the Office of Transformation and Innovation (OTI) wants to hear from you! OTI works with client services and administrative support areas serving as the hub for continuous improvement to fulfill our mission to cultivate an effective and efficient HHS.

The Staff Services Officer (SSO) performs complex staff services work for OTI in the Deputy Executive Commissioner's Office (DECO).

The SSO plans, develops, and implements policies and procedures to promote and maintain operational efficiency and quality throughout OTI. The SSO is responsible administrative and technical assistance work for OTI leadership and staff. Work involves supporting the Deputy Executive Commissioner, OTI Leadership, and OTI team members, and managing administrative functions for OTI.

Administrative functions include developing and maintaining administrative procedures, generating and maintaining OTI organization charts, creating and maintaining distribution lists, monitoring the HHS Transformation mailbox, entering requisitions, monitoring invoice payments, reviewing and submitting travel requests, space planning, office supply requests, routing memorandums, inventory and asset management for OTI, serving as the records management liaison, and maintaining the OTI SharePoint site. The SSO will also serve as a liaison with administrative support in program areas, the Chief Policy and Regulatory Office, and the Executive Commissioner's Office on administrative matters such as executive communications and correspondence.

OTI leadership and team support functions include assisting with management of the calendar for the Deputy Executive Commissioner, monitoring the OTI budget, reviewing and routing relevant business reports, developing ad hoc reports and assisting staff with presentations, generating executive communications, serving as messenger for ongoing communication to OTI team members, assists with human capital activities such as employee evaluation and training reminders, completing early onboarding for new hires and interns, conducting administrative portions of the OTI new employee orientation, processing employee separations, and assisting with scheduling interviews for OTI leadership.

Works under general supervision, with moderate latitude for the use of initiative and independent judgment. May plan and assign the work of others. Essential Job Functions:

Assists the Deputy Executive Commissioner, Senior Advisor, OTI Leadership, and OTI team members with personnel, purchasing, training coordination, and space planning. Handles new hire forms, workstation (or remote office) set ups, and staff travel. Develops and maintains the department's organizational chart. Manages special administrative assignments. Develops ad-hoc administrative reports as needed. May assist in collecting information for the department operational plan and other relevant business reports. Provides administrative portion of the OTI new employee orientation. (50%)

Monitors and oversees the requests and assignments received in the HHS Transformation mailbox. Organizes meetings as requested and maintains Deputy Executive Commissioner's calendar. Maintains the OTI SharePoint and MS Teams sites. (20%)

Provides training on administrative processes. Oversees the maintenance of all pertinent records, files and documents consistent with retention requirements. Ensures teams have access to all internal OTI documentation and records, as appropriate. Serves as the records retention liaison and OTI records coordinator. (10%)

Assists with development of policies, procedures and manuals for OTI. Attends meetings upon request. Represents OTI on project and assignment related activities upon request. May attend workgroup meetings. May plan, assign, and/or supervise the work of others. Performs related work as assigned. (10%)

Oversees the review and processing of executive communications and assignments of the Deputy Executive Commissioner. Assists OTI leadership and team members with presentations, executive memorandums, ad-hoc reports, briefings, and white papers for executive management. Assists staff with legislative functions during session which may include scheduling briefings for the Deputy Executive Commissioner. May gather and assemble data and information to develop presentations and reports for leadership. Assists with legislative reports and material as assigned. (5%)

Assists with special projects and may conduct research upon request. (5%) Knowledge Skills Abilities:

Knowledge of:

• Health and human services programs, policies, and procedures.

• Methods, principles, and practices of the agency.

• Modern office management procedures.

• Human resources policy and procedures.

• Accessibility guidelines and practices.

Skill in:

• Writing and editing.

• Project management and time management.

• Prioritizing, planning, coordinating, and organizing multiple tasks simultaneously and quickly adapting to variable timeframes and changes independently.

• Critical thinking.

• Managing multiple and competing priorities.

Ability to:

• Use computer application software such as Windows, MS Outlook, Word, Excel, PowerPoint, SharePoint, and Visio.

• Problem solve and achieve conflict resolution.

• Identify and implement solutions to problems.

• Interpret guidelines, policies, and procedures.

• Communicate effectively orally and in writing.

• Gather, assemble, correlate, and analyze facts.

• Coordinate activities among programs and prioritize workload.

• Demonstrate strong organizational skills.

• Work independently with minimal supervision.

• Perform work with a high degree of attention to detail.

• Demonstrate strong interpersonal skills; maintain effective working relationships with program and administrative support staff. Registration or Licensure Requirements:

Certified Texas Contract Manager (CTCM), highly preferred. Initial Selection Criteria:

• Experience with Health and Human Services programs, policies, and procedures.

• Experience in office management, business administration, or in providing administrative support for senior management or executive staff (travel, purchasing, coordination, calendar management).

• Experience using Microsoft Office (O365) at an advanced level, including Outlook, Word, Visio, SharePoint, and Excel.

• Experience with high-level assignments.

• Experience with project management, highly preferred.

• Experience directly coordinating, tracking, and responding to executive assignments.

• Experience organizing, managing, and completing multiple assignments with competing deadlines. Additional Information:

The OTI leadership team, including the SSO, maintains a hybrid workforce with a combination of an in-person and remote workplace.

Only applicants who are interviewed will receive written notification of selection results. MOS Code:

There are no direct military occupation(s) that relate to the responsibilities, and registration or licensure requirements for this position. All active duty, reservists, guardsmen, and veterans are encouraged to apply if they meet the qualifications for this position.

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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