Operations Administrative Support Team Lead

About the role

Under direct supervision of the Operations Unit Director of the HIV/STD Section, the Staff Services Officer (SSO) V oversees highly advanced staff services work including consultative services and technical assistance related to planning, directing and overseeing functions related to Section operations, administrative services, human resources (HR), training, and administrative and HR policies and procedures. Serves as Team Lead for the Section office administrative staff including the SSO III and Administrative Assistant IV.

Responsibilities

• Oversees, coordinates, and assigns work of the administrative staff; sets deadlines and monitors status of assignments to ensure timely and accurate completion.
• Provides summary on assignments for review and approval and routing to leadership; provides recommendations on personnel actions for administrative staff to the Section Director.
• Coordinates with Enterprise and agency programs in the development of administrative and HR policies, guidelines, and procedures.
• Advises the Section Office, the Integrated Operations and Policy Unit, the Integrated Program and Surveillance Unit, the HIV/STD Prevention and care Branch and the HIV/STD/HCV Epidemiology and Surveillance Branch on administrative and human resources policies and procedures.
• Serves as the subject matter expert for administrative and HR policy exception requests, including review, editing, analyzing, and tracking position classification issues, staffing requests, and new employee salary requests for all areas of the Section.
• Identifies training needs and implements processes to ensure Section employees meet agency training requirements.
• Serves as Section liaison with support areas such as Human Resources and other areas with administrative impact on Section staff or programs.
• Ensures that Section correspondence, reports, presentations, and all other documents meet DSHS writing standards, including appropriate formatting, structure, and accessibility.
• Identifies areas needing change or improvement and makes recommendations.
• Works under limited direction with extensive latitude for the use of initiative and independent judgment.
• Serves as the backup for the Office of Emergency Action Plan.
• Assists the Operations Director with reviewing and updating routine documents that are part of the Operations Unit Policy and Procedures.
• Provides support for the entire Operations Unit including two Managers reporting to the Operations Director.
• Serves as the Section point-of-contact and subject matter expert for the Operations Unit and four program units: the HIV/STD/HCV Epidemiology and Surveillance Unit, the HIV/STD Prevention Unit, and the HIV Care and Medications Unit on all administrative and human resources policies and procedures.
• Performs a review of HR, position classification, salary and position requests, and task profile issues.
• Works with the unit directors and managers to develop a long-term plan to address position misclassifications and salary inequities across the Section in alignment with the DSHS Priority Initiatives, and in compliance with state statutes, and HHS HR policies.
• Supports the Section by preparing executive meeting agendas, securing meeting locations, and taking meeting minutes.
• Organizes quarterly in-person meetings with Section leadership and prepares agendas by coordinating with Sectionwide leadership, management and support team.
• Assists managers and Operation Director with posting, interviewing and scheduling.
• Oversees and provides direction and resources necessary for day-to-day administrative operations, projects, and activities in the Section including all assignments.
• Primary responsible for coordinating, tracking, summarizing and following up on assignments for the entire HIV/STD Section.
• Sets administrative team goals by meeting with the administrative staff on a regular basis, coordinates and assigns work of the administrative staff and sets deadlines to ensure timely and accurate completion of assignments.
• Oversees and directs administrative activities related to suspense assignments.
• Facilitates and oversees all assignments such as travel approval, open records, phone coverage, file maintenance, conference room reservations, information dissemination, ensuring availability of staff resources, web page accuracy, etc.
• Ensures staff needs are met and processes are appropriately responded to when staff members make requests.
• Collaborates with the Operations Unit to ensure staff members have needed supplies and resources to efficiently perform duties.
• Coordinates with Facilities and Maintenance regarding issues with custodial services, parking, work environment, equipment, security, etc.
• Responds to inquiries and ensures accurate and reliable information is provided to requestors in a timely manner.
• Provides front desk coverage and is in charge of front desk schedule and maintaining coverage.
• May be required to work other than normal business hours in a direct response to public health emergencies.
• Actively participate and serve in a supporting role to meet the agency’s obligations for disaster response and recovery or Continuity of Operations (COOP) activation.

Requirements

• At least two years of experience providing support to Directors and Managers related to Administrative and Support functions.
• Experience with handling confidential personnel records and information.
• Experience with processing assignments for management review.

Qualifications

• Knowledge of DSHS administrative and human resources processes.
• Knowledge of services provided in the Infectious Disease Prevention Division for the HIV/STD Section.
• Knowledge of administrative and human resources policy planning, development, implementation, and evaluation.
• Knowledge of Outlook calendar management.
• Skill in managing projects, prioritization, and program evaluations.
• Skill in coordinating activities, in the use of computers, and in critical thinking.
• Skill in using the Internet, Excel, PowerPoint, and Word.
• Skill in preparing/editing high level written reports and correspondence.
• Skill in assisting with organizational chart.
• Ability to communicate effectively verbally and in writing.
• Ability to lead, plan, assign, and coordinate the work of others.
• Ability to direct program activities.
• Ability to establish goals and objectives.
• Ability to facilitate meetings and projects and work effectively with teams.
• Ability to analyze complex issues, draw appropriate conclusions, and initiate necessary actions to solve problems.
• Ability to work effectively with diverse groups.
• Ability to organize and prioritize workload and meet deadlines.

Benefits

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).