The Staff Services Officer III (SSO III) provides direct support to the Chief of Staff division. The Chief of Staff division facilitates communication with external audiences, including legislators, stakeholders, and the media as well as with internal audiences, such as staff. The SSO III performs complex consultative services, technical assistance, and professional work for the Chief of Staff division, and members of the Family and Protective Services Council. The position plans, coordinates, and schedules meetings and conference calls for the division. The Staff Services Officer III interacts routinely with and responds to inquiries from executive level staff, members of the Texas Legislature, external stakeholders, and the public. The position oversees hiring and purchasing activities for the Chief of Staff areas. The position provides technical assistance to staff on administrative processes and procedures. Position assists with special projects, as assigned. Work is performed under general supervision, with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Manages the Chief of Staff's calendar. Coordinates meetings, conference calls, and webinars for the division. Prepares agendas, meeting notes, and materials. Facilitates travel arrangements, drafts trip itineraries, and prepares and submits travel vouchers. Manages the flow, tracking, and quality review of documents and correspondence. Tracks assignments, provides reminders, and consolidates responses as needed; tracks timelines and due dates for decision items, reports, memos, etc. (25%)
Performs hiring duties for the Chief of Staff, External Relations, Communications, and Media Relations including posting job vacancies and screening applications, scheduling interviews, advising the director on hiring decisions and salary offers, administering job assessments, and handling an assortment of other staffing and hiring issues. On-boards new employees and ensures appropriate payroll/benefits forms and initial trainings are complete. Drafts memos regarding staffing changes. Processes administrative leave and merit increases. Acts a liaison between the Office of the Chief of Staff and Time and Labor, Payroll, Budget, DFPS Human Resources, and Services HR Staff. (25%)
Answers the Government Relations or other programs main phone line email accounts. Responds to inquiries from legislators and their staff. Assists with preparation of materials for legislative hearings, briefings and meetings. (10%)
Assists with volunteer activities and DFPS Council preparation. Assists with initiating and reviewing background checks on state office volunteers to determine eligibility of volunteer applicants. Assists with preparation, coordination, and support for DFPS Council quarterly meetings. Facilitates travel arrangements, drafts trip itineraries, and prepares and submits travel vouchers for Council members. (10%)
Conducts and tracks division purchasing activities, including subscriptions services, contracting for consultants, and supplies. Approves purchases and monitors purchase and travel expenditures. Interacts with Budget regarding projections and expenses. (15%)
Performs other duties as assigned and required to maintain operations. Assist with special projects, as needed. Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts
May plan or assist with training to department and executive support staff, as needed. (5%)
Knowledge Skills Abilities:
Knowledge of agency programs, policies, and procedures; methods, principles and practices of the agency; budgeting techniques and practices; and office management and human resources administration.
Ability to communicate professionally and effectively with legislative offices, external stakeholders, providers, and DFPS and HHS enterprise personnel in person and on the phone to answer questions on program or departmental activities.
Ability to work independently on difficult or complex tasks simultaneously and handle interruptions.
Skill and ability in human resource administration budgeting, purchasing.
Skill in organizing, time management and planning.
Skill in developing goals and objectives; problem solving techniques, development of procedures to monitor and evaluate progress.
Skill in oral and written communication.
Skill in drafting, editing and formatting documents, reports, correspondence and memoranda.
Skill in the use of computers and programs such as Microsoft Outlook, Word, PowerPoint, Excel, SharePoint, CAPPS Financials or a similar procurement system.
Ability to plan, assign and coordinate the work of others.
Ability to develop and evaluate administrative policies and procedures.
Ability to manage and consolidate information.
Ability to effectively manage multiple tasks with competing priorities, work under pressure and meet short deadlines.
Ability to interpret and follow agency policies.
Ability to prepare comprehensive, accurate reports.
Ability to train others.
Ability to act in a tactful and professional manner, with employees and general public.
Knowledge of email, word processing and spreadsheet programs, such as Microsoft Word, Excel, PowerPoint, and Outlook, and Adobe Professional.
Registration or Licensure Requirements:
Initial Selection Criteria:
Minimum of 10 years of experience supporting an executive or an elected official. High school diploma or equivalent.
Graduation from an accredited four-year college or university preferred.
Requisition # 448886
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.