Staff Services Officer III

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: Staff Services Officer III

Job Title: Staff Services Officer III

Agency: Health & Human Services Comm

Department: IT Data Analytics Support

Posting Number: 22554

Closing Date: 11/20/2026

Posting Audience: Internal and External

Occupational Category: Computer and Mathematical

Salary Range: $4,020.33 - $5,178.00

Pay Frequency: Monthly

Salary Group: TEXAS-B-19

Shift: Day

Additional Shift: Days (First)

Telework:

Travel:

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Nonexempt

Facility Location:

Job Location City: AUSTIN

Job Location Address: 701 W 51ST ST

Other Locations:

MOS Codes: 0102,0111,0147,0160,0161,0170,0171,0430,0431,0491,2102,3152,4801,4802,4803,4804,4810,4821,6607,8411

8412,8840,8862,120X,16GX,20C0,2G0X1,30C0,36A,36B,38FX,3F0X1,3F1X1,420A,42A,42B,42H,4A1X1,51C,60C0

63A,63AX,63G0,63S0,641X,70C,70F,89A,8A200,8U000,90A,920A,920B,92A,92Z,FIN10,F&S,LS,LSS,PERS,PS,SEI11

SEI15,SK,WEPS,YN,YNS

This position is open to U.S. Citizens and permanent residents.

This onsite role requires the selected candidate to work from an HHS office in Austin, Texas.

The Staff Services Officer III performs complex journey-level staff services work for the Chief Technology Office. Work includes coordinating administrative and operational activities; supporting purchasing, procurement, travel, and training requests; preparing reports and correspondence; maintaining records and tracking tools; coordinating leadership meetings and organizational activities; and assisting with the development and implementation of office procedures. The position serves as a central administrative coordination point for the CTO organization and works with leadership, staff, and agency administrative areas to ensure requests, assignments, documentation, and operational activities are completed accurately and timely. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions

25% - Coordinates the day-to-day administrative and operational activities of the Chief Technology Office. Serves as a central point of contact for administrative requests received from CTO leadership, staff, and agency support areas. Monitors shared mailboxes and other request channels; reviews incoming requests to determine the appropriate action or responsible staff member; routes assignments; communicates requirements and due dates; and follows up to ensure requests are completed accurately and timely. Maintains organizational calendars, contact lists, distribution lists, staffing information, and other administrative resources used by the CTO organization. Coordinates onboarding and offboarding activities by working with managers and agency support areas to arrange or discontinue system access, equipment, workspace, building access, distribution-list membership, and related administrative services. Identifies outstanding or incomplete requests, obtains missing information, escalates time-sensitive issues when appropriate, and keeps leadership and affected staff informed of status. Exercises initiative in organizing work, resolving routine administrative issues, and prioritizing competing requests within established policies and procedures.

20% - Coordinates administrative activities associated with purchases, procurements, contract and subscription renewals, conferences, employee training, travel, office supplies, and other operational needs of the CTO organization. Collects business requirements and supporting information from requestors; prepares or compiles requisitions, approvals, registration materials, travel documentation, invoices, receipts, quotes, and other required records; and reviews submissions for completeness and accuracy before routing them for approval or processing. Maintains tracking information for requests from initiation through completion. Monitors approval and processing status communicates with requestors regarding missing information or required corrections, and follows up with agency purchasing, procurement, budget, accounts payable, travel, training, and administrative staff to resolve issues. Reconciles request documentation, confirms that required approvals and supporting records are retained, and provides status updates to CTO leadership and staff. Applies agency requirements and established procedures to help ensure operational requests are properly documented, submitted timely, and completed within applicable administrative and financial controls.

20% - Provides administrative and coordination support for CTO leadership meetings, governance activities, planning sessions, workshops, presentations, and organizational events. Coordinates schedules and meeting logistics; confirms meeting purpose, participants, location, and technology needs; gathers agenda topics; prepares and distributes agendas and supporting materials; and organizes presentation content received from leadership and staff. During or following meetings, documents decisions, action items, assigned owners, and due dates. Distributes meeting information and follow-up materials, maintains action-item trackers, monitors outstanding assignments, and contacts responsible staff to obtain status updates. Brings overdue or unresolved items to the attention of leadership when appropriate. Assists CTO leadership with executive correspondence, presentations, special projects, information requests, and other time-sensitive assignments by gathering information, coordinating contributions from multiple staff members, reviewing materials for completeness and consistency, and preparing documents for leadership review.

15% - Assists with developing, documenting, implementing, and maintaining administrative procedures, templates, checklists, desk guides, and standard operating practices for the CTO organization. Reviews existing processes and gather information from staff and agency administrative areas to understand current requirements, responsibilities, handoffs, approval steps, documentation needs, and processing timelines. Identifies gaps, duplicative activities, unclear responsibilities, inconsistent practices, and other administrative inefficiencies. Recommends practical improvements to simplify processes, improve tracking, clarify accountability, and promote consistent execution. Drafts or updates process documentation and standardized materials for leadership review. Communicates approved procedures to affected staff, answers routine questions, and helps monitor whether procedures are being followed. Periodically reviews administrative guidance and working documents to determine whether updates are needed because of organizational, policy, or process changes.

15% - Develops and maintains spreadsheets, trackers, reports, SharePoint content, organizational files, and administrative records used to support CTO operations and management decision-making. Records and tracks information related to administrative assignments, purchases, procurements, staffing actions, onboarding and offboarding activities, leadership requests, organizational deliverables, and other operational work. Reviews of information submitted by staff for completeness, accuracy, consistency, and timeliness. Contact staff to clarify discrepancies or obtain missing information. Organizes data into summaries, status reports, briefing materials, and other formats requested by CTO leadership. Updates reports and tracking tools on a recurring or as-needed basis and monitors approaching deadlines, incomplete activities, and overdue items. Maintains electronic files and supporting documentation using established naming conventions, storage locations, access controls, records-retention requirements, and agency information-management practices.

5% - Other duties as assigned

Licensure, Certification or Registration (Required)

N/A

Knowledge, Skills and Abilities (Required)

Knowledge

• Knowledge of office management and administrative practices.
• Knowledge of procurement, purchasing, and administrative coordination processes.
• Knowledge of record-management principles and practices.
• Knowledge of business correspondence, report preparation, and document management.
• Knowledge of vendor engagement and meeting coordination practices.
• Knowledge of state agency administrative policies and procedures.
• Knowledge of Microsoft 365 applications, including Outlook, Excel, Word, PowerPoint, Teams, and SharePoint.

Skills

• Skill in coordinating multiple assignments, deadlines, meetings, and administrative activities.
• Skill in maintaining spreadsheets, trackers, reports, records, and correspondence.
• Skill in vendor, stakeholder, and customer communication.
• Skill in reviewing documents and information for accuracy and completeness.
• Skill in preparing clear written communications, reports, agendas, and meeting materials.
• Skill in organizing information and monitoring activities through completion.
• Skill in using standard office equipment and business software applications.
• Skill in providing professional customer service to internal and external stakeholders.

Abilities

• Ability to interpret and apply policies, procedures, rules, and administrative requirements.
• Ability to establish priorities and manage multiple assignments with competing deadlines.
• Ability to communicate effectively with leadership, staff, vendors, and administrative service areas.
• Ability to maintain confidential and sensitive information.
• Ability to analyze administrative problems and recommend appropriate solutions.
• Ability to work independently and exercise sound judgment.
• Ability to establish and maintain effective working relationships.
• Ability to prepare concise reports and summarize operational information for management.
• Ability to adapt to changing priorities and complete time-sensitive assignments.

Initial Selection Criteria

• At least four (4) years' experience providing administrative, general office, or clerical support.
• Experience in purchasing and processing financial requisitions is preferred.
• Using Microsoft Office at an advanced level, particularly Outlook, Word, and Excel is preferred.
• Graduation from an accredited four-year college or university with a degree in public or business administration; or a field related to Consumer Protection is preferred.
• Experience developing or maintaining administrative procedures, checklists, templates, or organized electronic records.

Preferred Qualifications

Experience working in a Texas state agency or other state-government organization.

Familiarity with state administrative processes, including purchasing and procurement, travel reimbursement, approval routing, records retention, and financial documentation requirements.

State-government experience is preferred, not required; relevant experience in other organizations will be considered.

Additional Information:

Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual.

Selected candidates must be legally authorized to work in the U.S. without sponsorship.

Selected candidate must be willing to commute to the office on the required days.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor's Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditors Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.