Full Job Description
Serves as the Staff Services Officer to the Director of IT Infrastructure Services (ITIS) and staff. This position will perform complex consultative services, technical assistance, and professional work. Works under general direction with extensive latitude for the use of initiative and independent judgment. Work involves overseeing a variety of technical, management and office activities. Duties include budget, human resources, governance and managing all administrative activities within the Director's office. The Staff Services Officer will prepare and review briefing papers and program responses. Participate in the development of administrative policies and procedures. Responsible for special projects as needed.
Essential Job Functions:
Provides technical assistance to the IT Infrastructure Services (ITIS) Director and staff. Uses independent judgment to review and act upon correspondence, reports, processes and procedures. Plans and prepares confidential material, correspondence, briefs, memos, routine and special reports and complex tables as directed. Assists in the development of communications regarding IT operational programs and initiatives, assigning and tracking tasks and deadlines, and responding to inquiries from internal and external stakeholders. Coordinates and tracks customer requests for information and assistance. Clarifies specific needs of requesting individuals. Coordinates with Directors to task staff with responding to requests in accordance with department policies and procedures. (30%)
Coordinates purchasing paperwork, contract tracking and budget tracking for ITIS, including the development, preparation and tracking of the budget for the IT Director. Utilizes IT processes for procurement and budget including familiarity with funding constraints of numerous department IDs (30%)
Responsible for special projects as directed that include preparing, reviewing and submitting ad hoc, operational and special reports related to IT activities. This may be working independently or as part of an agency-wide ad hoc team. Analyzes and makes recommendations on changes to operational improvements within ITIS. Prepare and provide training on changes within System Services as approved by the IT Director. Training could be on changes in policy, procedures or processes. (15%)
May coordinate human resources functions to include preparing job postings, screening applications, merits, transfers and separations. Works with Leadership within IT Infrastructure Services to track vacancies and communicate any issues to mitigate issues due to long-term vacancies. Coordinates onboarding of new state staff and staff augmentation to ensure all required paperwork is completed and submitted in accordance with established HHS policy and procedures. (10%)
Answer and route telephone calls, coordinate mail, and develop relationships with agency support staff. This position may coordinate travel and associated records for the ITIS Director including travel requests, travel reimbursements, coordinating travel plans and reservations. Effectively manages the ITIS Director's calendar to coordinate meetings with executive staff, IT staff and multi-agency personnel. (10%)
Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery of Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (5%)
Knowledge Skills Abilities:
Knowledge of general state policies and procedures.
Knowledge of modern methods of office administration.
Knowledge of proper English usage, spelling, grammar and punctuation.
Ability to apply principles of time management. Ability to communicate both in writing and verbally.
Ability to take initiative to improve processes, respond to urgent issues, maintain confidentiality.
Skill in using office software such as Sharepoint and Microsoft (including Excel, Outlook, and Word).
Skill in building and maintaining effective working relationships, exercising professional judgment, tact, discretion and diplomacy.
Skill in independently prioritizing, planning, coordinating, and organizing multiple tasks simultaneously and quickly adapting to changes and timeframes.
Registration or Licensure Requirements:
Initial Selection Criteria:Initial Selection Criteria:
A minimum of two years’ experience in office management, business administration, information technology, human resource administration, or budget preparation/coordination work.
Experience directly coordinating, tracking, and responding to executive assignments.
Experience organizing, managing, and completing multiple assignments with competing deadlines
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.