Performs advanced (senior-level) staff services work. Work involves planning, directing, and overseeing several staff services functions such as human resources, accounting, budgeting, purchasing, training, payroll, records management, and property management. May supervise the work of others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment. Essential Job Functions:

Oversees, plans, directs, and/or performs complex and critical staff services work in several staff services functions such as human resources, accounting, budgeting, purchasing, training, payroll, and records and property management.

* Serves as the liaison between the Deputy Commissioner for Operations' division and Time and Labor, Payroll, Budget, and the DFPS Human Resources Division (HR).

* Collaborates and works with HR on an assortment of staffing and hiring issues for the Deputy Commissioner.

* Interacts with Budget regarding projections and expenses.

* Excellent interpersonal and communication skills (both oral and written) with people with diverse backgrounds at all levels of the organization.

* Knowledge and ability to handle and disseminate confidential information appropriately.

* Provides complex professional administrative functions for the Deputy Commissioner of Operations and Deputy Commissioner of Programs. Interacts daily with other executive offices to coordinate assignments. Develops and coordinates the implementation of administrative projects/initiatives assigned by the Deputy Commissioners or other executive staff.

Oversees and/or develops programs and adjusts methods and procedures to comply with legislative or other changes.

* Provides technical assistance to staff on administrative policies and/or procedures to ensure legislative compliance.

* Develops assignments, provides reminders, adjusts procedures, and consolidates responses, as needed, to comply with changes.

Oversees and/or maintains files, records, and records management systems and ensures staff appropriately dispose of records according to the agency retention schedule.

* Maintains, coordinates, and implements approved records retention schedule and reporting for the Deputy Commissioner, as required.

* Develops and maintains records and filing systems required to maintain operations.

Plans and coordinates special and administrative assignments and programs.

* Provides professional administrative and technical assistance to the Deputy Commissioner.

* Manages the Deputy Commissioner's calendar.

* Coordinates meetings, conference calls, and webinars for the Deputy Commissioner and division.

* Coordinates timelines and due dates for decision items, reports, memos, etc.

* Draft responses for correspondence. Develop letters, memos, forms, spreadsheets and templates.

Plans and coordinates agency services with federal, state, and local authorities.

* Plans and coordinates agency and division services with federal, state, and local authorities, as requested by the Deputy Commissioner for Operations' division.

* Plans and coordinates requests for agency information, meetings, conference calls or webinars for agency.

Analyzes internal processes; recommends and implements procedural or policy changes to improve operations.

* Analyzes the division's internal processes and drafts memos regarding staffing changes.

* Recommends policy and/or procedural changes to the Deputy Commissioner for Operations' operations.

Prepares and reviews and/or oversees the preparation and review of operational and special reports.

* Prepares, reviews, and manages the flow, tracking, and quality review of documents, correspondence, and special reports for the Deputy Commissioner.

* Prepares special reports and/or projects, as needed, to include developing, preparing, and reviewing policies and procedures.

* Compiles and formats correspondence, or special reports as requested.

* Prepares and reviews agendas, meeting notes, and materials, as needed.

* Prepares confidential materials, correspondence, memos, and reports using Microsoft Word and Excel. Proofs correspondence, memos, technical documents, and forms for accuracy before submitting for signature/approval of the Deputy Commissioner of Operations or the Deputy Commissioner of Programs.

Reviews the agency's activities and policies; and interprets and ensures compliance with applicable federal, state, and local laws, rules, and regulations.

* Responds to division inquiries in interpreting and ensuring compliance with applicable federal, state, and local laws, rules, and regulations.

* As applicable, reviews the division's activities and policies to ensure compliance with applicable laws, rules, and regulation and meets agency's mission and goals.

May screen, coordinate, and participate in employment interviews and recommend employment of applicants; and oversees and/or processes new hires, promotions, demotions, merit increases, disciplinary actions, transfers, and discharge of employees.

* Collaborates and works with Human Resources office to assist with hiring and onboarding duties for the Deputy Commissioner of Operations' office.

* Screens and schedules applicant interviews for the Deputy Commissioner.

* Makes employment recommendations to the Deputy Commissioner, as requested.

* Collaborates and completes necessary HR paperwork to ensure employee actions are appropriate and entered and/or submitted timely, such as promotions, merit increases, disciplinary actions, etc.

* Performs other duties as assigned or required to maintain efficient and accurate office operations.

May oversee the processing of purchase orders, coordinate and monitor expenditures, and oversee the maintenance of inventory.

* Oversees, conducts, and tracks division purchasing activities, including coordinating and monitoring purchase expenses.

* Oversees and tracks the completion of the agency's annual inventory for the division.

May oversee facilities management functions such as ensuring appropriate work orders are submitted, completing facilities reports, and overseeing the monitoring of the entry and security systems.

* Submits and tracks work order requests for the division, as needed.

* Ensures facility reports are completed timely and accurately for the division.

* Serve as executive Badge Designator.

May plan, coordinate, and/or deliver workshops and/or training programs.

* Plans and conducts training to department and executive support staff, as needed.

* Assists division staff in understanding application updates and changes, as applicable.

* Represents division in workgroups or meetings, as requested.

May coordinate training, travel arrangements, and serve as leave coordinator.

* Facilitates travel arrangements, drafts trip itineraries, and prepares and submits travel vouchers for the Deputy Commissioner.

* Ensure leave entries are accurate and complete for the Deputy Commissioner of Operations' division, as needed.

* Monitors travel expenditures for the Deputy Commissioner of Operations' division.

Supervises the work of others.

* Provides direction to division staff, as needed, to ensure tasks are completed by applicable deadlines.

* Communicates with division staff on current issues, including all agency approved applications and processes.

Performs related work as assigned.

Knowledge Skills Abilities:

Knowledge of agency programs, policies, and procedures; the methods, principles, and practices of the agency; fiscal and budgeting techniques and practices; information technology needs; and office management and human resource administration.

Knowledge of customer service techniques.

Skill in coordinating activities, the use of a computer and applicable software, and critical thinking.

Skill in time management and planning.

Skill in oral and written communication.

Skill in Microsoft Office products.

Skill in responding timely and efficiently.

Skill in the use of standard office equipment such as copiers, cell phones, laptop, and software to include Microsoft Excel, PowerPoint, SharePoint, and Teams.

Skill in time management and organization including the ability to prioritize multiple projects with competing deadlines.

Ability to study and evaluate programs and propose recommendations, to interpret and apply agency policies and procedures, to analyze and solve work problems, to make decisions affecting the operation of administrative services functions, to communicate effectively, and to supervise the work of others.

Ability to maintain calendars and schedule meetings.

Ability to take initiative to improve processes, respond to urgent issues, maintain confidentiality.

Ability to retain training methods provided in various agency trainings.

Ability to maintain confidentiality.

Ability to propose recommendations.

Ability to operate basic office equipment and audio/visual equipment.

Ability to handle high-level administrative issues.

Ability to communicate effectively in writing and in person.

Registration or Licensure Requirements:

Initial Selection Criteria:

Graduation from an accredited four-year college or university with a degree is preferred. Major coursework in business administration, or a related field is generally preferred.

Five year full-time administrative support, general office, clerical, secretarial experience.

Experience may be substituted on a year-for-year basis for the required education, with a maximum substitution of four years.

Experience providing executive support to an executive or an elected official.

Experience preferred using Microsoft Office at an advanced level, including Outlook, Word and Excel.

Experience in use of standard office equipment (personal computer, printers, copiers, fax and telephone).

At least one year of experience with working with basic financial documentation; purchase orders, requisitions and reimbursements.

Experience scheduling and coordinating meetings and making travel arrangements/claims.

Experience with calendar management.

Additional Information:

This position is assigned to and works in the DFPS's State Office and is not a remote position. MOS Code:

Note: 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.

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

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.