Office of Policy Staff Services Officer - 567263
The Medicaid and CHIP Services (MCS) department is driven by its mission to deliver quality, cost-effective services to Texans. This Staff Services Officer (SSO III) position makes a significant contribution to MCS’ mission by supporting the development and ongoing management of Medicaid and CHIP Office of Policy.
The SSO reports to the Deputy Associate Commissioner (DAC) of MCS Office of Policy and is responsible for providing complex project coordination and support services. Work involves planning, directing, and coordinating several staff services functions to include human resources, process documentation, accounting, budgeting, purchasing, information technology, training, travel, property management, and developing/maintaining business continuity plans. This position works under general direction with extensive latitude for the use of initiative and independent judgement. This position is not supervisory but will be expected to train and lead administrative assistants in the Office of Policy.
Work involves the coordination of diverse department level projects; executive assignments and managing project activities to ensure timelines are met. The position prioritizes the DAC's workload and works on multiple tasks that may have rapidly changing deadlines. Work may include managing the flow and review of documents; proofreading assignments and other work products produced by the DAC's program areas; and facilitating communications to and from the DAC. The selected applicant exercises tact, discretion, and diplomacy while being assertive and is responsible for completing special projects and reports as directed by the DAC. The selected applicant stays abreast of HHSC administrative polices and provides guidance and training to section leadership. Provides direction to administrative staff in the department.
The ideal candidate thrives in a fast-paced environment that emphasizes the following: teamwork to achieve goals, excellence through high professional standards and personal accountability, curiosity to continuously grow and learn, critical thinking for effective execution, and integrity to do things right even when what is right is not easy.
This position will allow for constant learning opportunities and a chance to impact the healthcare provided to individuals receiving Medicaid and CHIP. A core philosophy of the MCS Office of Policy is to achieve excellence with a collaborative, supportive, and growth oriented working environment.
Essential Job Functions:
25% -- Acts as the lead administrator for the section. Advises and provides direction to other administrators. Stays abreast of HHSC administrative policies, including human resources (HR), executive memos, travel, purchasing, and records retention. Provides guidance and training regarding division policies and procedures as needed to section leadership, staff, and other administrators. Assists in development and review of section policies and procedures; recommends and implements procedural or policy changes to improve operations and programs. Provides direction and training to administrative staff in the section.
20% -- Coordinates diverse department-level projects and executive assignments, organizes division level work sessions and manages project activities to meet timelines. Tracks and assigns projects, required reports, and deliverables due to the DAC. Gains familiarity with programs, functions, and policies to help achieve section goals. Prioritizes the DAC’s workload; prioritizes projects; and meets rapidly changing deadlines. Monitors and manages project deliverables to ensure they meet requirements and expectations. Determines barriers to completion of projects and assignments and facilitates resolution.
15% -- Manages the flow and review of documents and correspondence. Acts as the Office of Policy section’s primary liaison on administrative matters to HHSC staff within other departments, legislative offices, auditors, external state agencies, federal partners, external stakeholders, and the public. May coordinate responses and assignments to and from stakeholders, HHSC executive staff, legislators, and HHSC Open Records Department. May develop and respond to Office of Policy correspondence; review documents produced by the DAC’s program areas; ensure documents are clear, concise, consistent with the HHS Executive Writing Reference Guide and HHS Brand Guide, and when applicable, responsive to requests. Develops charts, graphs, and tables in Word, PowerPoint, Visio, and Excel. Gathers and assembles data and information to develop presentations and reports for leadership. Analyzes, prioritizes, and disseminates incoming e-mail and identifies issues for the DAC’s attention to ensure appropriate deadlines are met. Adheres to the principles of confidential information. Exercises tact, discretion, and diplomacy while being assertive. Exhibits professional behavior when working with all levels of staff.
15% -- Analyzes and prioritizes meeting requests. Schedules virtual, in-person or telephonic meetings or conference calls using Outlook and/or Teams. May notify and/or conduct scheduling with attendees, assist with planning and preparing agendas and meeting materials; take minutes; prepare files in advance of meeting; tracks meeting tasks and follow-up lists. Facilitates travel arrangements, prepares and submits travel forms and vouchers.
15% - Acts as liaison between the Office of Policy and other HHSC partners, including but not limited to Human Resources, Legal Services Division, executive office staff, and hiring support staff. May work with hiring specialists or MCS Resource Management to adjust, correct, or modify employment or position data to ensure accuracy or necessary adjustments. Broadcasts key updates to staff on behalf of the DAC and Deputy Director. Reviews most HR items that come through DAC's office. May work with the section’s directors and managers on hiring efforts, including reviewing job descriptions, audit packages, or accessHR documentation prior to submission. May assist with hiring functions such as screening, interviewing, and recommending applicants. May recommend promotions, demotions, merit increases, disciplinary actions, transfers, and discharge of employees.
10% -- Serves as the primary lead for managing and overseeing the Office of Policy’s budget. This includes but is not limited to serving as the key liaison between MCS Resource Management and the Office of Policy. Ensures the section stays within allocated budget and may conduct internal tracking of available funding. May monitor and manage individual project budgets. Develops and submits purchase orders and requisitions to meet Office of Policy organizational needs, including but not limited to training and staff development activities and resources, and purchase activities for Office of Policy specific material goods. Works with managers and directors on procurement and acquisition needs in adherence to applicable policies and processes.
Knowledge Skills Abilities:
• Knowledge of state, federal or HHSC programs, policies, and procedures; of the methods, principles, and practices of the agency; of fiscal or budgeting techniques and practices; and of office management and human resource administration.
• Knowledge of modern office management practices and procedures and competence with technology and productivity tools such as Microsoft Office.
• Competence in learning or navigating an online human resource system such as accessHR, and ability to assist staff with navigating the system.
• Skill in effectively communicating with professional and support staff and the public both verbally and in writing.
• Skill in effectively organizing, tracking, reviewing and editing written and electronic documents.
• Skill in coordinating activities and in critical thinking.
• Skill in problem solving, detecting potential issues, and resolving issues without delay.
• Ability to develop and implement appropriate office policies and procedures.
• Ability to direct and organize compliance activities.
• Ability to serve as team leader for an employee or group of employees and to function effectively as a member of a team.
• Ability to establish and maintain effective working relationships.
Registration or Licensure Requirements:
Initial Selection Criteria:
• A minimum of two years’ experience in office management, business administration, human resource administration, or budget preparation/coordination work.
• Experience directly coordinating, tracking, and responding to leadership assignments and tasks.
• Experience organizing, managing, and completing multiple assignments that may have competing or changing deadlines, high degree of technicality, or require considerable coordination.
• Graduation from an accredited four-year college or university with major coursework in human resources, public or business administration, or a related field is preferred. Experience and education may be substituted for one another.
• Experience working in a department at Texas Health and Human Services.
• Teleworking opportunities are available, contingent on performance.
• State of Texas employees participate in outstanding benefits:
o Excellent health benefits,
o Lifetime monthly retirement annuity,
o Generous time off benefits.
• HHSC is a qualifying organization for the Federal Public Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making 120 qualifying monthly payments.
• Additional benefits of joining the MCS Office of Policy include:
o Leadership commitment to invest in and foster your professional growth and career advancement.
o Having an impact to the lives of millions of clients that depend on Texas Medicaid and CHIP throughout Texas.
o Exposure to the Texas legislative process to analyze and inform legislators of potential impact of proposed bills.
o Being part of a team at the forefront of interpreting, implementing, and developing healthcare policy that has statewide impact.
o The opportunity to learn and engage with multiple domains of professional administrative functions, healthcare delivery systems, federal/state Medicaid partnerships, and other activities related to the administration of the Medicaid and CHIP programs.
Note: Factors including but not limited to HR Policies, budgetary limitations, qualifications, experience, and tenure will determine the final salary offer.
0111 - Administrative Support; 42B - Human Resources Officer
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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.