Address
Form of workInternal/External
Job Posting: 24-503-08 (REPOST) Opening Date: 10/27/2023 No. of Openings: 2
Monthly Salary: $4,133.33 Closing Date: Open Until Filled Type of Employment: Full- Time
Job Title: Staff Services Specialist
Classification: Staff Services Officer I
Job Class/Salary Grp: 1550/B17
FLSA Status: Non-Exempt
Remote eligibility: No/ Category 5
Location: Austin - George H.W. Bush Building, 1801 Congress Ave Austin, TX 78701
How to Apply: All applications for employment with the Texas Medical Board must be submitted electronically either via CAPPS at CAPPS RECRUIT website or click the Texas Medical Board (state.tx.us) link for instructions or submit application through Work in Texas (WIT) before 12:00 a.m. central time on the job closing date. Applications can be FAXED to 512.305.7124 or e-mailed to Human.Resources@tmb.state.tx.us. All fields on the application must be completed. We may reject applications that do not include all of the required information. Resumes do not take the place of the information required on the state of Texas application.
Additional Information: Must reside in Texas. No dual state employment with another state agency or higher education is allowed. Must provide DOB for background check. Agency does not reimburse for travel or lodging expenses to attend job interviews. Virtual job interviews can be requested. For veteran's preference, please submit with your application a copy of the DD-214.
Additional Military Crosswalk information can be accessed at: https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_HumanResourcesandTrainingand Development.pdf
Agency Information
We have over 200 employees across the state of Texas. We are a collaborative and team environment work culture that values an environment of trust and accountability. Together we work towards our Board's mission to protect and enhance the public's health, safety, and welfare by establishing and maintaining standards of excellence used in regulating the practice of medicine and ensuring quality health care for the citizens of Texas through licensure, discipline, and education.
We value employee work-life balance and provide our team incentives that include telework, flexed and compressed work schedules, wellness leave, health insurance and retirement programs, 401K, vacation paid leave, sick paid leave, holiday pay, promotional opportunities, free parking, employee assistance program, and other various benefits.
Work Hours:
8:00 a.m. - 5:00 p.m. Monday through Friday, 40 hours a week with occasional evening, weekend and holiday hours. Hours may change based on business needs and may vary in accordance with division policies for Work Alternative Schedules (WALT). This position requires the employee to be in the office full-time, Monday through Friday, from 8:00 a.m. to 5:00 p.m. Due to the nature and requirements of the job duties for the position, telecommuting is not an option.
General Description
Performs routine (journey-level) Staff Services work to support agency operations for ingoing and outgoing mail services, customer service interfacing, accounting, purchasing, property management, records management, human resources and training. Works under moderate supervision, with limited latitude for the use of initiative and independent judgement. Reports to the Director of Financial Operations.
This position is required, on occasion, to lift items up to 25 pounds such as boxes of copier paper, and transport up to 75 pounds, such as boxed equipment, using lifting/transporting equipment such as a dolly, between the ground level delivery area and the ninth floor as well as between office areas on the ninth floor. This position is also designated as part of the agency's heavy lift team.
Principal Duties and Responsibilities
20% Incoming Mail: Processes incoming mail to include: sorting, opening, date/time stamping, logging and distributing mail. May require scanning incoming mail to departments based on internal procedures and requirements. Maintains logs and records of incoming mail. May require occasional travel to pick up mail at the agency's downtown mailbox located downtown.
20% Outgoing Mail: Processes outgoing mail to include: sorting, metering, logging and preparing mail for pick up. May require data entry into external mail delivery service portals such as FedEx or UPS. Maintains logs and records of outgoing mail. May require occasional travel to drop off expedited mail at mail delivery service locations or drop off boxes. Prepares agency bulk mail for internal production, processing, and mail out. Supports the agency's production and mailout of licensee certificates.
12.5% Customer Service: Greets agency visitors and directs them to appropriate department/section. May require escorting visitors between the first floor of the building, after checking them in, to the appropriate department/section. Maintains logs and records of agency visitors.
12.5% Accounting: Processes and logs incoming checks, money orders or cashier's checks and distributes them to Finance for processing. Processes and logs incoming invoices and distributes them to Finance for processing. Maintains logs and records for accounting. Accounting duties will be delegated amongst Staff Services Specialists for separation of duty requirements.
15% Procurement: Prepares and enters agency requisitions for the procurement of goods and/or services into agency procurement systems such as Centralized Accounting and Payroll/Personnel System (CAPPS). Prepares supporting documentation and receives goods and/or services in CAPPS to support Finance with accounts payable and meet audit requirements. Maintains logs and records for procurement. Procurement duties will be delegated amongst Staff Services Specialists for separation of duty requirements.
10% Safety: Supports the Safety Officer with implementing safety guidelines and practices agencywide. Assists agency personnel at headquarters during evacuations and directs employees to rendezvous at designated locations.
10% Other: Provides assistance to the Staff Services Officer and Deputy Executive Director of Business Administration/Chief Financial Officer to support agency personnel with property management, human resources, training, and other agency functions. This includes the onboarding and existing of agency personnel and coordination amongst the different business administration and support departments for a smooth transition such as issuance of employee badging and retrieving employee badges from exiting staff and termination of access into the building.
Education
- Graduation from a standard senior high school or equivalent is required.
- Graduation or coursework in accounting or business administration from an accredited college, university or technical school is preferred.
Experience
- Two years of experience in office management or business administration is required.
- Experience with Centralized Accounting and Payroll/Personnel System (CAPPS) is preferred.
- Experience with Microsoft Excel, Word, PowerPoint, Outlook and Teams is required.
- Experience with accounts payable or accounts receivable is preferred.
- Experience with state of Texas procurement procedures is preferred.
Knowledge, Skills and Abilities
Knowledge of:
Office practices and administrative procedures.
Accounting techniques and practices.
Skill in:
Exercising sound judgment and effective decision-making.
The use of standard office equipment and personal computers.
Microsoft Office applications including Excel, Word, PowerPoint, Outlook.
Effective written and verbal communication.
Verbal and written communication (including telephone etiquette and business writing)
Performing detail-orientated tasks with a high degree of accuracy.
Establishing and maintaining cooperative working relationships.
Ability to:
Interpret and apply accounting theory.
Interpret relevant laws, regulations and policies and procedures.
Organize, prioritize work, and meet deadlines.
Ability to work with sensitive and confidential information.
Ability to work with multiple deadlines in a fast-pace setting.
Physical Requirements and/or Working Conditions
Must be able to report to the office Monday through Friday.
Must be able to safely lift up to 25 pounds and transport up to 75 pounds using agency provided lifting equipment such as a dolly.
Must be a Texas resident.
May require occasional travel that may include training outside of the City of Austin.
May be required to work outside of the normal work hours of Monday through Friday, between normal business hours of 8 am to 5 pm.
The principal job functions are performed in a standard office environment at the office and require:
o Frequent use of personal computer, copiers, printers, and telephone.
o Frequent use of virtual meeting platforms such as Microsoft Teams.
o Regular and punctual attendance.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Texas Medical Board does not discriminate on the basis of race, color, national origin, sex, age, religion, disability or veteran status. Employment opportunities shall not be denied a qualified individual with a disability that requires a reasonable accommodation. The applicant should communicate requests for reasonable accommodations by calling (512) 305-7146.
Selective Service Requirement: If selected for employment, male applicants age 18 through 25 must present proof of registration or exemption with the federal Selective Service System.
