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Staff Services Officer II- COVID-19 and Workforce

Texas Department of State Health Services

Job Description:

Under supervision of the Deputy Regional Director, the Staff Services Officer II performs moderately complex (journey-level) staff services work supporting regional COVID-19 operations and public health workforce development initiatives. Work involves assisting with regional human resources, records management and inventory. Prepares reports, forms and documents. Develops regional trainings for manager and employees including, but not limited to employee on-boarding, hiring, off-boarding, records retention and inventory processes. Assists with grant reporting of activities. Works under general supervision with limited latitude for use of initiative and independent judgement. Member of the Incident Command Structure in response to public health emergencies. Must comply with HHS, DSHS, Texas Department of Public Safety applicable policies/procedures/standards. Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

RECRUITING/HIRING/ON-BOARDING/OFF-BOARDING PROCESSES: Assess and identify current recruiting, hiring, on-boarding and off-boarding practices, challenges and needs for DSHS employees and COVID-19 contractors. Develop and implement employee recruiting, hiring, on-boarding, and off-boarding processes incorporating regional and HHS-DSHS requirements for DSHS regionally-directed employees, centrally-directed employees, and COVID-19 contractors. Develop recruiting, hiring, on-boarding, and off-boarding tools and resources for managers. Develop and conduct trainings on recruiting, hiring, on-boarding and off-boarding processes. Evaluate developed processes and determine if additional improvements or resources are needed. (45%)

INVENTORY: Assist in the development and implementation of a regional inventory tracking system for DSHS purchased assets assigned to DSHS regionally-directed employees and COVID-19 contractors. Develop an inventory process for employee to follow to ensure all DSHS assets are tracked and accounted for. Develop forms, tools and resources as needed for the inventory system design and process. Develop and conduct trainings to employees about the inventory tracking system and process. Evaluate regional inventory system and identify areas for improvements. (25%)

RECORDS MANAGEMENT: Assist in records management of COVID-19 contractors files, Regional Health and Medical Operations Center Fiscal Section records, and DSHS employee personnel and medical files. Maintain records in a way that allows employees who need access to find and retrieve what they need. Convert hard copy documents to electronic records. Determine records retention timeframes using the DSHS and/or FEMA record retention schedule. Complete and submit requests for records destruction. Destroy records that are convenience copies or have met the appropriate record retention periods and have been approved by DSHS for destruction. Organize official records separate from non-record materials. (20%)

REGIONAL SUPPORT AND DISASTER RESPONSE/RECOVERY: Assists with monthly, quarterly, semi-annual, annual and other reports in alignment with grant requirements. Participates in regional assignments/duties/special initiatives. Being required to work other than normal business hours in order to respond to public health emergencies. May require an alternate shift pattern assignment and/or location. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response/recovery/Continuity of Operations activation- requires completion of at least Incident Command System 100, 200, 700 and 800 courses. Maintains compliance with DSHS Policy, Fleet Operations and Management & Procedures and Standards, and a current valid Texas Driver's License. Maintains compliance with DSHS Immunization Policy: required serologic evidence of immunity to, or documented evidence of vaccination against measles, mumps, rubella, varicella (chickenpox), Tdap, and annual vaccination against influenza (and hepatitis B if applicable). Other duties as assigned. (10%) Knowledge Skills Abilities:

KNOWLEDGE OF: Human resources, professional office management and customer service principles, practices and procedures. Business terminology, spelling, punctuation, grammar, arithmetic. Texas Department of State Health Services programs, functions, regulations, policies and procedures and the ability to interpret them.

SKILL IN: Use of office equipment, desktop/laptop computer equipment and software (such as Microsoft Word, Excel, Forms, Teams, PowerPoint), electronic mail (Outlook), Skype for Business and Internet browsers. Organizing equipment, files and administrative materials so they are easily retrieved. Organizing, planning and prioritizing work, handling multiple priorities and tasks. Developing and conducting trainings.

ABILITY TO: Exercise sound judgement in making critical decisions. Understand and follow complex instructions. Gather, assemble, correlate analyze and present complex data and information from a variety of sources. Apply time management principles to tasks including prioritization to meet all deadlines, frequently working on assignments with short turn-arounds times. Appropriately, timely and accurately compose, effective business and technical correspondence and documents, using effective English business writing skills. Use initiative to establish and maintain effective professional working relationships. Maintain strict confidentiality of records and communications. Establish, contribute and maintain effective team relationships and teamwork products. Communicate professionally and effectively, both orally and in writing. Communicate, organize and present information effectively verbally and in writing. Be flexible and to adapt to change. Maintain effective working relationships with internal and external stakeholders using tact and diplomacy Reliably work Monday-Friday, 8 am – 5 pm.

Registration or Licensure Requirements:

Valid Texas Class C Driver’s License or equivalent license from another state. Initial Selection Criteria:

Associates degree with major coursework in human resources, public administration, business administration, or a related field required. Graduation from an accredited four-year college or university with major coursework in human resources, public administration, business administration, or a related field preferred.

Documented at least 1-year of human resources, public administration, or business administration work experience, including internships or leadership of university clubs/organizations.

Additional Information:

Requisition Number 507759

This is a temporary position and expected to last up to June 30, 2023. There is no guarantee this position will be extended beyond what is indicated in this job posting. Upon hire, the selected candidate will be required to sign a Temporary Employment Agreement indicating awareness that the employment status of the position is temporary.

Resumes will not be accepted in lieu of an application but may be provided as supplemental materials. All fields on the application must be filled-in completely. Applicants must provide information relevant to the required experience for this position in the job history sections of the application and must clearly state how applicant meets initial selection criteria in the summary of experience section of the application.

Prior to beginning employment, employees/applicants who indicate they hold a degree from an institution of higher education must provide an original college transcript indicating they earned a degree from a U.S. college or university or foreign degree determined to be equivalent by an acceptable education evaluator.

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. Note: Must be legally authorized to work in the US without sponsorship.

In compliance with DSHS Immunization Policy, you must provide documented serologic evidence of immunity to, or documented evidence of vaccination against measles, mumps, rubella, varicella (chickenpox), Tdap, Hepatitis B, influenza and rabies.

Employee must provide transportation. If an employee operates a personal or state motor vehicle in performance of their official duties, the employee must possess a current valid Texas Driver License for the appropriate type vehicle.

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.

Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. 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 at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx .

MOS Code:

36B; 42A; 51C; 89A; 92A; 92Z; 36A; 42B; 42H; 70C; 70F; 420A; 920A; 920B; LS; LSS; PS; YN; YNS; 120X; 641X; SK; YN; F&S; FIN10; PERS; SEI11; SEI15; WEPS; 0111; 0147; 0161; 0171; 0431; 0491; 3152; 4821; 8411; 8412; 0102; 0160; 0170; 0430; 2102; 4801; 4802; 4803; 4804; 4810; 6607; 8840; 8862; 2G0X1; 3F0X1; 3F1X1; 4A1X1; 8A200; 8U000; 16GX; 20C0; 30C0; 38FX; 60C0; 63AX; 63G0; 63S0 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.