Job description
CPS FBSS PD Clerk III
The position provides advanced (senior-level) clerical and general office support for two Program Directors of the Child Protection Family Ongoing Services Division, specifically for Family Based Safety Services who manage a program area of approximately fifty to sixty employees. The Clerk works diligently to help maintain smooth office operations by planning, analyzing data, inventory control, assisting with human resource tasks, interpreting policy and procedures, provides professional and courteous assistance to our families and stakeholders when needed, works well under pressure and is able to prioritize assigned tasks and deadlines. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement. The position interacts routinely with Texas Department of Family and Protective Services staff and the community.
The position provides advanced (senior-level) clerical and general office support for two Program Directors of the Child Protection Family Ongoing Services Division, specifically for Family Based Safety Services who manage a program area of approximately fifty to sixty employees. The Clerk works diligently to help maintain smooth office operations by planning, analyzing data, inventory control, assisting with human resource tasks, interpreting policy and procedures, provides professional and courteous assistance to our families and stakeholders when needed, works well under pressure and is able to prioritize assigned tasks and deadlines. Works under limited supervision, with considerable latitude for the use of initiative and independent judgement. The position interacts routinely with Texas Department of Family and Protective Services staff and the community.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Compiles, organizes, tracks and monitors various types of information, including but not limited to: agency random moment time studies, requests for any IT changes in hardware or information security and access, processes client services authorizations,
Manages program related data entry and case tracking information into IMPACT such as maintaining on-call schedules, reviews, routes and logs courtesy requests and case transfers. Utilizes data warehouse for reports as well as information for internal or external stakeholders.
Answers and screens telephone inquiries including managing client questions or complaints in a professional manner. Takes and routes messages, monitors and distributes faxes received. Opens and distributes incoming mail accordingly and processes all outgoing mail.
Creates various correspondence and forms such as case staffing agendas, program meeting information, phone lists, organization charts, and will assist with meeting notes as requested.
Maintains confidential program related documents such as performance evaluations, personnel records, case records, related files, and other documents to support work of the program area.
Utilizes technology to maximize program efficiency and effectiveness by accessing applications to reserve conference and visitation rooms for meetings in various buildings throughout the program area, and assists staff with processing travel claims.
Oversees supply inventory and creates purchase orders as necessary to ensure adequate supplies for all staff in office.
May assist with switchboard operations, notarizing legal documents, and train new admins as needed. Performs other duties as assigned and required to maintain program operations.
Attend trainings and meeting at various DFPS offices.
Prepares and maintains statistical reports, leave and personnel records, case control systems, case records and related files to unit.
Types correspondence, forms, travel vouchers, meeting notes, performance evaluations, and other documents to support work of the unit and files related documents
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: HM, 4C0X1. Note: There are no direct military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty, reservists, guardsmen, and veterans are encouraged to apply. For more information, see the Texas State Auditor's Military Crosswalk here.
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.
Prepares and maintains statistical reports, leave and personnel records, case control systems, case records and related files to unit.
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: HM, 4C0X1. Note: There are no direct military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty, reservists, guardsmen, and veterans are encouraged to apply. For more information, see the Texas State Auditor's Military Crosswalk here.
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.
Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures.
Skill in effective verbal and written communication and the ability to understand both verbal and written instructions.
Skill in working and interacting in an office supporting several staff members.
Skill in establishing and maintaining effective working relationships.
Ability to work in dependently in a fast-paced environment.
Ability to operate a personal computer and various software packages including Microsoft Word, Excel, and Outlook at an advanced level.
Ability to effectively handle and prioritize multiple assignments in a dynamic environment.
Ability to operate basic office equipment such as fax machines, copier, and printers.
Ability to communicate in a courteous and professional manner.
Ability to take initiatives and make sound judgements.
Tracks and maintains control systems for various assignments made by the Program Director.
Handles incoming and outgoing mail and maintain files for the Program Director.
Performs other duties as assigned and required to maintain unit operations.
Ability to be on-call on a rotating basis to assist with administrative duties.
PD Clerk III may be required to work together with DFPS caseworkers in providing supervision of children without placement (CWOP). Children can vary in age, but primarily the population that will be worked with is children that can range from 10 to 17 years of age. Responsibilities of the position include assisting the DFPS caseworker with monitoring children and ensuring needs are met during their office or community location stay to include: safety, food, hygiene, education, and entertainment/recreational activities. This could require working outside of the normal work schedule. If so, overtime compensation may be earned.***
Registration or Licensure Requirements:
NA
NA
Initial Selection Criteria:
* Graduation from high school or equivalent. * Two (2) years full-time administrative support, general office, clerical, secretarial or DFPS experience. Acceptable Substitutions: * Six (6) semester hours from an accredited college or university may be substituted on a year for year basis for the required experience.
* Graduation from high school or equivalent. * Two (2) years full-time administrative support, general office, clerical, secretarial or DFPS experience. Acceptable Substitutions: * Six (6) semester hours from an accredited college or university may be substituted on a year for year basis for the required experience.
Additional Information:
Requisition Number 563607
This position is housed at 2118 S. Zarzamora, San Antonio, Texas 78207
Administrative and/or clerical experience in DFPS/FBSS preferred.
Applicants must pass a fingerprint criminal background check, registry checks including the Client Abuse/Neglect Reporting System (CANRS),
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
The salary offered will follow HHS starting salary guidelines which are typically made at or near the posted minimum of the salary range.
Requisition Number 563607
This position is housed at 2118 S. Zarzamora, San Antonio, Texas 78207
Administrative and/or clerical experience in DFPS/FBSS preferred.
Applicants must pass a fingerprint criminal background check, registry checks including the Client Abuse/Neglect Reporting System (CANRS),
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
The salary offered will follow HHS starting salary guidelines which are typically made at or near the posted minimum of the salary range.
MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1. For more information see the Texas State Auditor’s Military Crosswalk here.
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1. For more information see the Texas State Auditor’s Military Crosswalk here.
As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.
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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