Staff Services Officer

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Brief Job Description:

The HHSC Medicaid CHIP Services (MCS) division seeks a highly qualified candidate to fill the position of Staff Services Officer III (SSO). MCS is driven by its mission to deliver quality, cost-effective services to Texans. The SSO makes a significant contribution to MCS’ mission by supporting the leadership and functions within the Managed Care and Operations departments.

The ideal candidate thrives in an environment that emphasizes teamwork to achieve goals, excellence through high professional standards and personal accountability, curiosity to continuously grow and learn, critical thinking for effective execution, and integrity to do things right even when what is right is not easy.

The SSO supports both the Deputy Executive Commissioner of Managed Care and the Deputy Executive Commissioner of Operations (DECs, collectively) and provides (journey level) moderately complex support and services work to the departments. The SSO will plan and coordinate functions including but not limited to human resources, accounting, budgeting, purchasing, information technology, training, procurement of equipment asset and property management, and services and resources for the MCS division.

The SSO is also responsible for composing and preparing correspondence, assignments, and briefings, as well as picking up mail and assigning to the appropriate staff for handling. The SSO oversees and monitors the preparation and completion of assignments, legislative requests, open records requests, and assists the DECs with administrative organization processes. The SSO supports the DECs, interacts with internal and external customers, and works with community and professional groups to coordinate communications. The SSO informs management of sensitive inquiries from the Governor's Office or legislative staff, managed care organizations (MCOs), private organizations, and the public, and keeps department leadership updated on policy and/or procedures regarding administrative functions such as human resources, purchasing, training, etc.

The SSO maintains schedules and calendars for the DECs, provides phone coverage and serves as backup for other areas of the MCS division, and helps monitor shared mailboxes. This position manages the annual equipment inventory, coordinates IT support, and submits purchase requisitions, travel vouchers, and payment requests to external vendors, and coordinates travel arrangements for the DECs in a timely manner. The SSO works under the supervision of the DECs with latitude for the use of initiative and independent judgment. Performs other duties as assigned.

Candidates must be in the Austin area. This is a hybrid telework eligible position that will initially require at least two in-office workdays per week and may later allow for more work from home days; must be willing to travel to State Office (North Austin Complex (NAC),4601 W Guadalupe St, Austin, TX 78751) based on business needs.

Essential Job Functions (EJFs):

(40%) Supports the DECs to ensure business needs of the units are met including:

• Responds and/or facilitates responses to inquiries and applies rules, regulations, policies, and procedures.
• Coordinates responses to clients and other stakeholders.
• Monitors and reviews staff responses for completeness and routes responses to appropriate HHSC staff on completion of inquiry.
• Ensures issues/inquiries requiring immediate action are appropriately addressed and refers more detailed responses to appropriate staff for resolution.
• Facilitates responses to assignments, monitors assignments, ensuring their completion within designated times, and formats and provides final review of all correspondence.
• Picks up mail and accurately distributes to appropriate staff on day of receipt.
• Answers and documents all incoming phone calls.

(35%) Performs an array of planning, and administrative activities including:

• Assist with managing calendars, scheduling meetings, reserve meeting space, and developing meeting agendas and content for DECs
• Attends meetings, transcribes minutes, and monitors communications to ensure consistency, accuracy, and timelines.
• Develops agendas, coordinates and facilitates meetings with MCOs, advocates, and other external associations in coordination with staff across agencies.
• Coordinates communication between MCS and with MCOs, advocate groups, stakeholders, and other internal/external groups or associations.
• Assumes responsibility for information provided to and received from these various groups, reviews for content, compiles and organizes information, and summarizes communications for management.
• Coordinates and works with staff and management regarding CAPPS HR functions including monitoring time/leave entries, auditing positions, posting positions, and assisting with the selection, interview, and hiring processes.
• Develops and reviews policies and procedures for administrative processes such records retention, ergonomic assessments, purchasing, travel etc.
• Assists with arranging and processing travel and development and submission of purchase orders.
• Oversees the development of policy and/or adjustments to administrative procedures in compliance with legislative or other changes.
• Reviews and submits for processing Extended Sick Leave (ESL) and Sick Leave Pool (SLP) requests.
• Maintains division record retention schedule and assist in policy/procedure review of internal records filing system.
• Implements procedures to meet procurement operating needs that are within purchasing compliance and guidelines for processing requisitions and manages and approves requisitions to provide equipment and or services for programs.
• Acts as back-up to the DECs for review of all purchasing requests.
• Provides assistance with access to shared drives, shared mailboxes, IT requests, training and other accounts.

(25%) Additional responsibilities to include but not limited to:

• Prepares and designs complex correspondence, reports, presentations, charts, spreadsheets, and graphs; develops, coordinates, and maintains electronic and paper files.
• Serves as the team lead for other employees performing administrative management tasks.
• Retrieves information as requested from staff.
• Assists in preparing responses during legislative session.
• Ensures documents are clear, relevant, concise, and grammatically correct.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

• Advanced administrative practices and procedures.
• Basic project management techniques.

• Office practices and administrative procedures.

Skill in:

• The use of computers and programs such as Microsoft Outlook, Word, PowerPoint, and Excel.
• Effectively organizing, tracking, and developing written and electronic documents.

Ability to:

• Communicate effectively;
• Appropriately format, proofread and edit letters and memos.
• Set-up and maintain filing systems.
• Prioritize and complete multiple tasks within tight deadlines.
• Deal effectively and courteously with staff and the public through telephone, email, and personal contact.
• Work independently within the context of role expectations and responsibilities.
• Interpret rules, regulations, policies and procedures.
• Implement administrative procedures and to evaluate their effectiveness.
• Maintain confidential information.
• Process information and develop concise reports, charts, and documents.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

• Graduation from high school or equivalent.
• 60 hours of junior college/college coursework is preferred.
• Experience with customer service.
• Experience coordinating administrative assignments and meeting deadlines.

Additional Information:

N/A

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form