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Staff Services Officer IV

Company: Texas Health & Human Services Commission
Location: Austin
Posted on: May 3, 2021

Job Description:

Brief Job Description:

Provides senior level, complex, professional assistance to the Chief Information Officer (CIO), Deputy Chief Information Officers (DCIO) and CIO Office Manager. Responsible for managing critical functions related to the administration and oversight of IT in support of IT executive staff. Oversees high-level administrative operations for HHSC IT, an organization of approximately 1,500 staff. The CIO/DCIO office processes many complex, critical, and sometimes confidential matters: major procurements, IT project reports submitted to federal and state oversight authorities, governance coordination with all major HHS program areas, budget tracking, and HR transactions.

Provides advice on administrative matters to IT management and staff. Develops, maintains, and communicates administrative procedures and methods for the CIO/DCIO office. Ensures quality of reports and other publications. Coordinates meetings with other governmental agencies, major vendors, executives, and organizations. Works under limited supervision, with considerable 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.

(30%) Coordinates projects and major assignments. Makes recommendations on how to approach assignments. Follow up with team members to ensure closure on action items. Recent projects include 1) gathering continuous improvement ideas from all IT staff through email assignments, interviews, and follow-up via telephone, and 2) analyzing the IT results from the Survey of Employee Engagement (SEE), a biennial survey of all staff, and reporting findings and recommendations to IT management. 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 CIO/DCIO office. Ensures all tasks/projects assigned are dealt with in a timely manner, meeting all deadlines, and obtaining all approvals as needed.

(20%) On an ongoing basis, reports on program area and system-wide project issues, and formulates strategies to resolve issues; develops, monitors and reports project milestones; assesses project risks and develops plans for risk mitigation; analyzes CIO/DCIO budget. Develops and maintains monthly reports including updates for all HHS agencies on high visibility information technology projects. Interprets policy and procedures for developing IT policies.

(20%) Provides general staff services functions such as:

  • procurements - determines staff needs, researches available solutions, provides expert advice to management on best procurement method, prepares paperwork for procurements,
  • budget tracking - recommending expenditures, analyzing monthly budget reports, reporting on trends, giving expert advice to management on how to resolve issues, for CIO office budget of approximately $2M annually),and
  • miscellaneous staff requests for tasks, gives expert advice to management on how to streamline signature and approvals routing based on current policies and practices in effect, and other logistics activities. Plans and coordinates special and administrative assignments and programs, such as annual inventory reconciliation. Develops office procedures, including writing, disseminating, and revising IT management policies such as how to handle departing employees' electronic files and document approval workflows.

(10%) Coordinates complex meetings with up to 30 attendees ranging from Deputy Executive Commissioners to program area policy staff. Coordinates conference rooms and travel arrangements. Establishes meeting agendas, scribes meeting notes (documenting meeting decisions to produce Open Records), and tracks numerous action items.

(10%) Gives expert advice on HR functions, such as hiring and separations. Drafts job postings, screens applications, plans interviews, administers in basket exercises, secures system access, and facilitates exit activities. Tracks compliance with HR policies such as evaluation currency and required training.

(10%) Acts as liaison to other program staff and other agencies or HHS divisions concerning programs and initiatives being managed by the office. Provides input, technical assistance, and guidance to staff (internal and other HHS divisions) in the development and implementation of activities and initiatives. Interacts regularly with other HHS executive staff offices to coordinate assignments. Develops and coordinates the implementation of assigned administrative and projects/initiatives. Knowledge Skills Abilities:

Basic knowledge of information technology and systems development principles and methodologies.

Knowledge of interpersonal and communication skills required in team-oriented environment.

Knowledge of the methods, principles, and practices of executive level office management - meeting planning/coordination, time management, organizational skills, and strong attention to detail.

Knowledge of human resources best practices.

Skill in working within a large organization with a large and diverse customer base.

Advanced skill in the use of computers and office productivity software (Microsoft Office suite including Word, Excel, PowerPoint, Visio, Outlook calendars and tasks, and SharePoint).

Skill in critical thinking to analyze and solve work problems with initiative and creativity.

Skill managing and completing multiple, overlapping assignments.

Skill with budgeting techniques and practices.

Ability to study, comprehend, and evaluate complex processes to propose recommendations for improvement.

Ability to quickly learn and apply agency programs, policies, and procedures.

Ability to read, interpret, follow, and guide others on complex policies.

Ability to organize and develop work plans, coordinate assignments and adhere to deadlines.

Ability to effectively communicate, verbally and in writing, with team members, stakeholders and executive leadership, including ability to tailor communication to audience to achieve desired results.

Ability to coordinate activities among groups of varying sizes and levels of staff.

Ability to develop and maintain excellent working relationships with all levels of staff, stakeholders, and outside entities.

Ability to maintain the highest level of confidentiality.

Ability to produce high quality work.

Able to work in a rapidly changing and often ambiguous environment. Registration or Licensure Requirements:

No licenses, certifications, or registrations are required to perform this job. Initial Selection Criteria:

  • Support of executive level staff
  • HR activities / policy knowledge
  • Advanced use of Microsoft productivity suite
  • Strong written communication skills (grammar and proofreading) Additional Information:

MOS Code:

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.

Keywords: Texas Health & Human Services Commission, Austin , Staff Services Officer IV, Other , Austin, Texas

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