TESRS - Staff Services Officer I

Staff Services Officer I

The Texas Emergency Services Retirement System is a pension system for volunteer firefighters and first responders in Texas.

Physical Work Address:

North Lamar Boulevard Building

4800 N. Lamar Blvd., Suite 320

Austin, Texas 78756

Tesrs Offers:

• Flexible work schedule
• Telecommuting options after 6-month probationary period has been successfully completed
• Work-life balance
• Up to 96 hours of accrued vacation per year
• 96 hours of accrued sick leave per year
• 12 holidays + other optional holidays per year
• Paid comprehensive medical insurance for full-time employees; State of Texas pays 50% of the premium costs for dependents

General Description:

The Staff Service Officer performs routine (journey-level) staff services work supporting the Executive Director and the Texas Emergency Services Retirement System (TESRS) staff. Work includes planning, directing, and coordinating several staff services functions such as administrative, accounting, purchasing, property, records, and retirement benefits. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

Duties:

• Provide technical assistance to executive director and staff related to various staff services functions.
• Provide front desk reception coverage, distribute mail, and maintain the daily mail log
• Purchasing Liaison tasks include working with Accountant and Contract Specialist to ensure the accurate and timely processing of purchase requisition.
• Property Liaison tasks include working with Property Manager to coordinate maintenance, repairs, and janitorial services. Responsibilities also include submitting work order requests, managing property transfers, and assisting with the annual inventory.
• Open Records Liaison tasks include working with the Open Records Coordinator on public information requests and sending out related correspondence.
• Records Liaison tasks include working with Records Retention Coordinator on classifying, storing, accessing, and retrieving agency records and information. Responsibilities also include identifying and transferring inactive records, as well as preparing records for storage or destruction.
• Retirement Benefits Liaison tasks include working with the Retirement Benefits Team to enroll department members and chiefs into the retirement system. This role provides support by responding to departmental inquiries regarding retirement benefits and assisting with the processing of data changes in the system. Additional responsibilities include directing callers to the appropriate website, informing members about required forms, and transferring calls to the Benefits Team as needed. The liaison may also assist the Benefits Team during peak periods, such as Annual Reporting and Membership Reconciliation.
• Information Technology Liaison tasks include working with Data Technology Officer on technical writing, developing flowcharts and creating process documentation.
• Performs related work as assigned.

Work Hours:

Eight-hour work schedule between 8:00 a.m. to 5:00 p.m., 40-hour week, Monday – Friday with occasional work schedule variance when necessary. Hours may change based on business need.

Performance Evaluation:

New employees will be evaluated after six months of employment. The next time new employees will be evaluated is after their first 12 months of employment with that evaluation covering the entire 12-month period.

Qualifications:

Minimum Qualifications:

• Graduation from a standard senior high school or equivalent. Graduation from an accredited four-year college or university with major coursework in business administration, budget preparation, insurance, or a related field is generally preferred. Experience and education may be substituted for one another.
• One (1) year of experience in performing a variety of office and/or administrative support work.
• One (1) year of experience in customer service.
• One (1) year of experience using Microsoft Office (Word and Excel) to produce documents, reports and forms.
• One (1) year of experience in performing data entry and utilizing a database system to perform database maintenance.

Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical support work and procedures; general office and computer equipment; data entry procedures and systems; spelling, punctuation, and grammar; principles of good customer service.
• Ability to prepare and maintain records, files, and reports; implement administrative systems and procedures and to interpret rules, regulations, policies and procedures; respond to public inquires in a timely manner; transfer incoming calls to appropriate personnel; greet and direct visitors; work well independently, and as a member of a team; communicate clearly; prioritize and manage multiple tasks; problem solve; work under moderate supervision and exercise initiative.
• Skill in Microsoft Office Word (formatting, headers/footers, mail merges and tables); Microsoft Office Excel (formulas, tables, pivot tables); Microsoft Office Outlook (manage multiple inboxes, archive documents, rule setting); Adobe Acrobat PDF (create and edit PDFs); DocuSign or other form of electronic signature software preferred; problem solving/troubleshooting and researching information; using office equipment such as personal computers, printers, facsimile, scanner and multi-line telephone system; and patience and courtesy.

Military Preference:

To receive military’s preference a copy of your DD214 (Member 4) is required. Veterans, Reservist or Guardsmen with an MOS or additional duties that fall within the essential duties of the job position or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications. All active duty, reservists, guardsmen, and veterans are encouraged to apply if they meet the qualifications for this position. If selected for the position the following must be provided for proof of military preference:

• Veteran must provide form DD 214
• Surviving Spouse or Orphan must provide DD 1300 or DD 214

Military Occupational Specialty (MOS) codes that may correspond to the state classification title for this position are listed on the State Auditor’s Office Job Descriptions; click on the occupational category for the position. Additional MOS can be found at the State Auditor’s Office Military Crosswalk Guide. The Texas Veterans Commission provides helpful employment information Go to: http://www.texasskillstowork.com, http://www.onetonline.org, https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/ or www.careeronestop.org for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements and skill sets.