The Staff Services Officer V reports to the Inspector General's (IG) Chief of Staff to perform advanced (senior level) staff services work. Work involves planning, directing, and overseeing staff services activities in the Chief of Staff division. Also provides support to the Chief Administrative Officer and back up support to the Inspector General as needed. Includes analysis, use of independent judgment, and planning to execute special and administrative assignments and projects to include but not limited to, review and development of policies, procedures, and processes; overseeing administrative procedures that provide for efficient processing of purchasing, travel, human resource material, calendaring, and budget; and coordinating other logistics and documentation for the Chief of Staff and Chief Administrative Officer. Develops and coordinates the implementation of administrative projects or initiatives; develops and manages documents and filing systems, including creation, review, editing, routing, filing and retention. Interacts daily with other HHS executive staff offices to coordinate assignments. Develops and coordinates the implementation of administrative and projects/initiatives assigned by the Chief of Staff or Chief Administrative Officer. Plans and coordinates special and administrative assignments, including activities with federal, state, and other HHSC OIG offices. Performs other duties as required to ensure consistency, timeliness, and accountability, and may plan, assign and/or supervise the work of others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.
Essential Job Functions:
(60%) Provides staff services functions for the Chief of Staff and Chief Administrative Officer such as human resources, purchasing, calendaring, meeting notes, travel, staff requests, signature and approvals routing, and other logistics activities. Plans and coordinates special and administrative assignments and programs. Develops and manages documents and filing systems, including creation, review, editing, routing, filing and retention. Provides back up support to the Inspector General as needed.
(10%) Prepares and reviews and/or oversees the preparation and review of operational and special reports. Assists with projects and assignments. Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, issue papers, status updates, presentations, agendas, and special reports submitted to or from the Chief of Staff. Sets goals and objectives, makes assignments, provides direction, reviews and approves work products.
(10%) Assists with coordinating hiring and separation functions, including assisting with job postings, screening applications, planning interviews, securing system access, and facilitating exit activities.
(10%) Provides support as needed for the Executive Review Process by managing and routing all memorandum, letters, and reports that are submitted to the Inspector General Executive Clerk Mailbox for review and approval. Responsible for logging and tracking all review requests in SharePoint and initiates task assignments for leadership to review. Provides direction and/or coordinates reviewed/approved documents with all division administrative staff personnel.
(5%) Acts as liaison to other program staff and other agencies or HHSC divisions concerning programs and initiatives being managed by the office. Interacts regularly with other HHS executive staff offices to coordinate assignments. Develops and coordinates the implementation of administrative and projects/initiatives assigned by the Chief of Staff and Chief Administrative Officer.
(5%) Performs other duties, as assigned.
Knowledge Skills Abilities:
Knowledge of Health and Human Services programs, policies, and procedures.
Knowledge of the mission, vision, and values of the Inspector General's office.
Knowledge of the Texas legislative process, Texas Legislature Online and Telicon
Knowledge of fiscal and budgeting techniques and practices.
Knowledge of information technology needs.
Knowledge of office management and human resource administration.
Knowledge of HHS travel policies and processes.
Skill in coordinating activities, in the use of computers, and in critical thinking.
Skill using Outlook, MS Word, PowerPoint, and Excel or similar programs.
Strong planning and organizational skills.
Skill in navigating HHS Human Resources applications.
Ability to study and evaluate programs and propose recommendations.
Ability to interpret and apply HHSC and Inspector General policies and procedures.
Ability to analyze and solve work problems.
Ability to make decisions affecting the operation of administrative services functions.
Ability to communicate effectively, both orally and in writing.
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.
Registration or Licensure Requirements:
Initial Selection Criteria:
Graduation from an accredited four-year college or university with major coursework in human resources, public or business administration, or a related field is generally preferred.
Experience in office management, business administration, information technology, human resource administration, or budget preparation work.
Experience and education may be substituted for one another.
Requisition # 448589
The OIG is responsible for preventing, detecting, auditing, inspecting, reviewing, and investigating fraud, waste, and abuse in the provision of HHS in Medicaid and other HHS programs. Potential employees of OIG are subject to criminal background checks in accordance with the HHS Human Resources policy. Selected applicants must submit to a name-based, or in some instances a fingerprint based, criminal background check through Texas Department of Public Safety (DPS) to determine if an applicant has a conviction for a Class A misdemeanor within the last five years or a felony that constitutes a bar to employment.
OIG will request that all applicants considered for an interview provide responses to essay questions. Failure to respond to the request could disqualify an applicant from the interview process.
The posted salary range reflects the minimum and maximum allowable by state law. Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. 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.