Assistant to Program Manager Job at Dept of State Health Services
Under the direction of the PHR 2/3 Community Health Improvement (CHI) Program Manager, provides complex (journey-level) administrative and technical program support for the CHI program which includes Maternal and Child Health, Tobacco Prevention, and Youth Behavioral Health programs. Work involves several staff services functions such as accounting, budgeting, purchasing, property management and inventory, human resources, data collection, participation of community program initiatives, collaboration with other PHR 2/3 programs, and general clerical support to the CHI program. Duties include: preparing and monitoring purchasing requisitions, budget reports, and other fiscal documents; maintaining and tracking program property inventory; gathering, organizing, interpreting, and disseminating data and information; maintaining filing systems and confidential records; coordinating and organizing regional program processes and events; establishing and monitoring calendars by prioritizing appointments, meetings, and conference calls; composing, editing, and distributing letters, memoranda, travel vouchers, reports, forms, inventories, and other documents, utilizing standard office equipment and software; and collaborating with peers to advance regional and agency goals. Performs duties under general supervision with moderate latitude for the use of initiative and independent judgment. Completes other duties as assigned. Member of the Incident Command Structure (ICS) in response to public health emergencies. Must comply with HHS, DSHS, and 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.
ACCOUNT MANAGEMENT: Completes purchasing process for Community Health Improvement (CHI) in compliance with agency procurement policies and procedures includes but not limited to obtaining and submitting quotes and documentation for the purchase of supplies, materials, registration fees, and other program related expenses. Completes and submits appropriate forms, verifies receipt of goods and services. Submits purchasing requests for approval through cost pool or submit requisition information. Obtains supporting documentation and processes requests for the purchase of supplies, materials, registration fees, and other program related expenses. Provides funding information to ensure invoices are paid timely and accurately. Serves as subject matter expert on all administrative aspects of agency purchasing and procurement process. Coordinates and oversees delivery, storage, and inventory of program orders. Maintains program area budget expenditure monitoring spreadsheets by appropriation and program area, monitors detailed expenditures, and ensures accurate program budget detail. Responsible for tracking travel expenditures for CHI budgets and providing a monthly travel balances to CHI manager. Completes a monthly budget report for manager. Provides technical assistance to team members with DSHS Advance Rapid Travel requests, travel reservations, and conference/training registrations as requested in a timely and accurate manner. Develops and prepares monthly budget summary reports for CHI manager. Attends mandatory quarterly regional budget meetings with Regional Budget Analyst and program manager. Maintains budget processes and software competency through meetings, trainings, and webinars. (40%)
ADMINISTRATIVE ASSISTANCE: Provide administrative and technical support to CHI. Composes and generates correspondence, reports, forms, e-mails, narratives, staff lists, organizational charts, etc. for staff. Communicates with internal and external customers via telephone, email, letter, and fax. Provides programmatic information to callers; connects callers with the most appropriate authority; takes detailed messages; and follows up to ensure prompt resolution. Assists with the interview process by scheduling interviews, arranging meeting spaces, organizing interview materials and handouts, greeting applicants, and administering interview questions and/or skill tests. Following DSHS Communication guidelines, performs research, composes, designs and edits publications and presentations for internal and external stakeholders. Oversees logistics of organizing and arranging meetings, conference calls, trainings, and events. Prepares materials for meetings/trainings. Takes minutes at meetings and distributes critical discussion points, decisions and action items to targeted recipients in a timely manner. Reviews program forms, documents, and travel for timeliness and accuracy. Trains and mentors regional staff on administrative processes and best practices. Provides backup support to the receptionist position to include answering phones, greeting visitors, and receiving mail and/or packages. Prepares and distributes routine, special, and confidential mail. Prepares materials for mail as directed, may include copying, collating and faxing correspondences for the CHI program. Cross-collaborates with regional programs to promote efficient and effective administrative operations throughout the region. (25%)
DATA REPORTS: Compiles program data for CHI manager and staff on spreadsheets, tables or databases using agency approved software. Assists with and/or prepares reports from data for CHI staff and stakeholders when requested. Meets deadlines in submitting required monthly reports to Central office. Ensures all spreadsheets, tables, and databases are current and accessible to all program staff. Routinely prepares, reviews, synthesizes, edits, and maintains a variety of program inventories, schedules, staff lists, and related tracking tools utilizing the most suitable electronic applications. (15%)
PROGRAM ACTIVITIES: Participates in accomplishing CHI program goals. Attends CHI trainings and/or meetings, participate in strategic planning and development of work plans, community assessments, schedule presentations or classes as appropriate. Participates in the planning and implementation of educational activities for targeted public health partners on health issues through community interventions and campaigns. Distributes approved CHI goods and services to targeted participants to meet deadlines. Maintains inventory of CHI program materials and distribution. Maintains certifications related to MCH program interventions. (15%)
REGIONAL SUPPORT AND DISASTER RESPONSE/RECOVERY: Participates in regional assignments/duties/special initiatives. Being required to work other than normal business hours in order to respond to public health emergencies; actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response/recovery/Continuity of Operations (COOP) activation- requires completed of at least IS 100, 200, 700 and 800 and may require an alternate shift pattern assignment and/or location. Maintains compliance with DSHS Policy, Fleet Operations and Management & Procedures and Standards, and a current valid Texas Driver's License. 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. (5%)
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
ACCOUNT MANAGEMENT: Completes purchasing process for Community Health Improvement (CHI) in compliance with agency procurement policies and procedures includes but not limited to obtaining and submitting quotes and documentation for the purchase of supplies, materials, registration fees, and other program related expenses. Completes and submits appropriate forms, verifies receipt of goods and services. Submits purchasing requests for approval through cost pool or submit requisition information. Obtains supporting documentation and processes requests for the purchase of supplies, materials, registration fees, and other program related expenses. Provides funding information to ensure invoices are paid timely and accurately. Serves as subject matter expert on all administrative aspects of agency purchasing and procurement process. Coordinates and oversees delivery, storage, and inventory of program orders. Maintains program area budget expenditure monitoring spreadsheets by appropriation and program area, monitors detailed expenditures, and ensures accurate program budget detail. Responsible for tracking travel expenditures for CHI budgets and providing a monthly travel balances to CHI manager. Completes a monthly budget report for manager. Provides technical assistance to team members with DSHS Advance Rapid Travel requests, travel reservations, and conference/training registrations as requested in a timely and accurate manner. Develops and prepares monthly budget summary reports for CHI manager. Attends mandatory quarterly regional budget meetings with Regional Budget Analyst and program manager. Maintains budget processes and software competency through meetings, trainings, and webinars. (40%)
ADMINISTRATIVE ASSISTANCE: Provide administrative and technical support to CHI. Composes and generates correspondence, reports, forms, e-mails, narratives, staff lists, organizational charts, etc. for staff. Communicates with internal and external customers via telephone, email, letter, and fax. Provides programmatic information to callers; connects callers with the most appropriate authority; takes detailed messages; and follows up to ensure prompt resolution. Assists with the interview process by scheduling interviews, arranging meeting spaces, organizing interview materials and handouts, greeting applicants, and administering interview questions and/or skill tests. Following DSHS Communication guidelines, performs research, composes, designs and edits publications and presentations for internal and external stakeholders. Oversees logistics of organizing and arranging meetings, conference calls, trainings, and events. Prepares materials for meetings/trainings. Takes minutes at meetings and distributes critical discussion points, decisions and action items to targeted recipients in a timely manner. Reviews program forms, documents, and travel for timeliness and accuracy. Trains and mentors regional staff on administrative processes and best practices. Provides backup support to the receptionist position to include answering phones, greeting visitors, and receiving mail and/or packages. Prepares and distributes routine, special, and confidential mail. Prepares materials for mail as directed, may include copying, collating and faxing correspondences for the CHI program. Cross-collaborates with regional programs to promote efficient and effective administrative operations throughout the region. (25%)
DATA REPORTS: Compiles program data for CHI manager and staff on spreadsheets, tables or databases using agency approved software. Assists with and/or prepares reports from data for CHI staff and stakeholders when requested. Meets deadlines in submitting required monthly reports to Central office. Ensures all spreadsheets, tables, and databases are current and accessible to all program staff. Routinely prepares, reviews, synthesizes, edits, and maintains a variety of program inventories, schedules, staff lists, and related tracking tools utilizing the most suitable electronic applications. (15%)
PROGRAM ACTIVITIES: Participates in accomplishing CHI program goals. Attends CHI trainings and/or meetings, participate in strategic planning and development of work plans, community assessments, schedule presentations or classes as appropriate. Participates in the planning and implementation of educational activities for targeted public health partners on health issues through community interventions and campaigns. Distributes approved CHI goods and services to targeted participants to meet deadlines. Maintains inventory of CHI program materials and distribution. Maintains certifications related to MCH program interventions. (15%)
REGIONAL SUPPORT AND DISASTER RESPONSE/RECOVERY: Participates in regional assignments/duties/special initiatives. Being required to work other than normal business hours in order to respond to public health emergencies; actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response/recovery/Continuity of Operations (COOP) activation- requires completed of at least IS 100, 200, 700 and 800 and may require an alternate shift pattern assignment and/or location. Maintains compliance with DSHS Policy, Fleet Operations and Management & Procedures and Standards, and a current valid Texas Driver's License. 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. (5%)
Knowledge Skills Abilities:
KNOWLEDGE OF:
Administrative procedures, office practices, agency programs, functions, regulations, policies and procedures and the ability to interpret them, business English and Arithmetic, accounting rules and procedures.
SKILL IN:
Use of office equipment, desktop/laptop computer equipment and software (i.e., Microsoft Office, GoToMeeting, Adobe Acrobat), data entry and bookkeeping, verbal and written communication, customer service using diplomacy with internal and external customers, producing clear, concise, and grammatically accurrately written documents, critical thinking, problem solving and finding creative solutions to identified challenges, independent decision-making, developing, compiling, and analyzing complex reports and action plans.
ABILITY TO:
Complete assignments accurately and with attention to detail; function independently and with strong initiative in the performance of professional duties; communicate effectively, verbally and in writing, with diverse and multi-generational populations; thoroughly assess, analyze, summarize, and evaluate outcomes; compile, analyze, evaluate, and synthesize technical data and qualitative written reports and information; interpret and apply program policies and procedures; submit timely work activity, travel, and time reports; maintain thorough and accurate documentation of all work activities; gather data and track status of projects, handle multiple projects, maintain confidentiality; provide exceptional customer service to, and establish and maintain effective working relationships with, internal and external customers; work independently and in a team, take direction from others; plan and manage multiple tasks to meet deadlines; be flexible and adapt to change, adhere to DSHS and HHS policies, procedures and work rules; provide own transportation to perform work duties.
KNOWLEDGE OF:
Administrative procedures, office practices, agency programs, functions, regulations, policies and procedures and the ability to interpret them, business English and Arithmetic, accounting rules and procedures.
SKILL IN:
Use of office equipment, desktop/laptop computer equipment and software (i.e., Microsoft Office, GoToMeeting, Adobe Acrobat), data entry and bookkeeping, verbal and written communication, customer service using diplomacy with internal and external customers, producing clear, concise, and grammatically accurrately written documents, critical thinking, problem solving and finding creative solutions to identified challenges, independent decision-making, developing, compiling, and analyzing complex reports and action plans.
ABILITY TO:
Complete assignments accurately and with attention to detail; function independently and with strong initiative in the performance of professional duties; communicate effectively, verbally and in writing, with diverse and multi-generational populations; thoroughly assess, analyze, summarize, and evaluate outcomes; compile, analyze, evaluate, and synthesize technical data and qualitative written reports and information; interpret and apply program policies and procedures; submit timely work activity, travel, and time reports; maintain thorough and accurate documentation of all work activities; gather data and track status of projects, handle multiple projects, maintain confidentiality; provide exceptional customer service to, and establish and maintain effective working relationships with, internal and external customers; work independently and in a team, take direction from others; plan and manage multiple tasks to meet deadlines; be flexible and adapt to change, adhere to DSHS and HHS policies, procedures and work rules; provide own transportation to perform work duties.
Registration or Licensure Requirements:
Valid Class C Texas Driver's License.
Certified Child Passenger Safety Technician preferred or ability to obtain within 6-12 months of hire.
Valid Class C Texas Driver's License.
Certified Child Passenger Safety Technician preferred or ability to obtain within 6-12 months of hire.
Initial Selection Criteria:
Required: Associates degree with major coursework in public or business administration or a related field
Required: Associates degree with major coursework in public or business administration or a related field
Additional Information:
Interviews will be held in-person at the DSHS PHR 2/3 Arlington office.
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. Information on application 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 college transcripts indicating they earned an Associates, Bachelors, Masters or Doctorate degree from a U.S. college or university or foreign degree determined to be equivalent by an acceptable education evaluator.
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 of 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.
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: No military equivalent. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx
Interviews will be held in-person at the DSHS PHR 2/3 Arlington office.
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. Information on application 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 college transcripts indicating they earned an Associates, Bachelors, Masters or Doctorate degree from a U.S. college or university or foreign degree determined to be equivalent by an acceptable education evaluator.
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 of 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.
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: No military equivalent. 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, F&S, FIN10, PERS, SE|11, SE|15, WEPS, 0111, 0147, 0161, 0171, 0431, 0491, 3152, 4821, 0102, 0160, 0430, 2102, 4801, 4802, 4803, 4804, 4810, 6607, 8840, 8862, 2G0X1, 3F0X1, 3F1X1, 4A1X1, 8A200, 8U000, 16GX, 20C0, 30C0, 38FX, 60C0, 63AX, 63G0, 63S0
36B, 42A, 51C, 89A, 92A, 92Z, 36A, 42B, 42H, 70C, 70F, 420A, 920A, 920B, LS, LSS, PS, YN, YNS, 120X, 641X, SK, F&S, FIN10, PERS, SE|11, SE|15, WEPS, 0111, 0147, 0161, 0171, 0431, 0491, 3152, 4821, 0102, 0160, 0430, 2102, 4801, 4802, 4803, 4804, 4810, 6607, 8840, 8862, 2G0X1, 3F0X1, 3F1X1, 4A1X1, 8A200, 8U000, 16GX, 20C0, 30C0, 38FX, 60C0, 63AX, 63G0, 63S0
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
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.
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