Full Job Description
The Staff Support Specialist, under general guidance and supervision of the HHS IT, Public Health Applications Director, will provide operational and staff support to the Public Health Application Directors and staff. The Staff Support Specialist performs complex (journey level) staff services work. Work involves planning, directing, and overseeing staff services activities such as accounting, budgeting, and travel arrangements for management, facilities and property management. Assists supervisor in establishing short-term and long-term goals and objectives for operational functions.
Plans and coordinates the implementation of policies and procedures, and responds to internal and external inquiries. Identifies issues and risks and makes recommendations for changes. Prepares and reviews operational and special reports. Plans and coordinates the divisions activities with other agencies, Health and Human Services Commission (HHSC) Information Technology (IT) divisions, and vendors. Participates, reviews, and provides recommendations for the development of policies and procedures. Works under general supervision with moderate latitude for the use of initiative and independent judgment. Performs other duties as required to ensure consistency, timeliness, and accountability.
Essential Job Functions:
Oversees day-to-day staff support activities and manages the division's administrative operations; takes initiative in determining the best approach to solving complex administrative and staff support issues and handles administrative issues; provides clarification of assignments and answers questions relating to department budget, procurement, and similar subject matters; tracks and ensures timely completion of division's assignments and provides supervisor status of division assignments. Reviews, approves, and assigns appropriate funding information to travel vouchers, invoices, contracts, and purchase requests; and ensures accuracy and sufficient justification to adhere to policy and procedure. Responds to internal and external inquiries. Provides and ensures a high level of confidentiality in all matters. (30%)
Designs, implements, and maintains office policies by establishing standards and procedures. Develops schedules, priorities, standards, and evaluation of standards for achieving short-term and long-term goals. Analyzes internal processes, develops recommendations, and implements procedural and policy changes to improve operations. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Identifies issues and risks and makes recommendations for changes to daily operations. Coordinates the development and implementation of central filing, record-keeping, and records management procedures. Monitors adherence to agency records retention schedules and updates schedule annually or as needed. Ensures compliance with all applicable federal, state, local laws, policies, procedures, rules and guidelines. (30%)
Develops and oversees the preparation and review of operational and special reports. Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends and recommending process and policy improvements. Assists supervisor in establishing short-term and long-term goals and objectives for the procurement and operational functions. Prepares, reviews, edits, and tracks high quality written documents, including project updates, summaries, memoranda, status updates, presentations, agendas, and special reports. Provides direction and reviews work products. Prepares and maintains organizational charts. (20%)
Serves as liaison to other program staff and other agencies. Provides advanced consultative services and technical assistance to staff (internal and other HHSC divisions) in the development and implementation activities and initiatives. Identifies issues and facilitates appropriate action, including completion of executive level assignments. Plans and analysis execute special and administrative assignments and projects. (15%)
Maintains appointment calendar, schedules and coordinates meetings, coordinates travel arrangements, and processes travel reimbursements. Responsible for preparing meeting packets, disseminating meeting information and track action items through completion. (5%)
Knowledge Skills Abilities:
Knowledge of modern methods of office administration.
Knowledge of state government structure and functioning.
Knowledge of human resources policies and procedures.
Knowledge of policies and procedures for inventory and record keeping.
Knowledge of proper English usage, spelling, grammar and punctuation.
Skill in building and maintaining effective working relationships, exercising professional judgment, tact, discretion and diplomacy.
Skill in developing document management/tracking systems.
Skill in independently prioritizing, planning, coordinating, and organizing multiple tasks simultaneously and quickly adapting to changes and timeframes.
Skill in the use of computer equipment and standard software applications (Excel, Word, Visio, PowerPoint, Adobe Professional, SharePoint).
Highly proficient computer skills including Word, Excel, PowerPoint, Outlook, Visio, and SharePoint.
Ability to communicate effectively, both orally and in writing.
Ability to use initiative and independent judgment within established policies and procedural guidelines.
Ability to interpret and apply policies and procedures.
Ability to analyze and solve work problems.
Ability to perform work with a high degree of attention to detail.
Ability to take initiative to improve processes, respond to urgent issues, and maintain confidentiality.
Registration or Licensure Requirements:
Initial Selection Criteria:
1 semester of College, Skill in the use of computer equipment and standard software applications (Excel, Word, Visio, PowerPoint, Adobe Professional, SharePoint).
42A, YN, 0111, 3A1X1
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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.