APS Field Administrative Assistant II

WHY WORK FOR DFPS?

The Texas Department of Family and Protective Services (DFPS) is responsible for protecting the unprotected - children, elderly, and people with disabilities - from abuse, neglect, and exploitation. DFPS accomplishes this responsibility by employing over 12,000 workers who live up to the agency's Mission, Vision, & Values in service to the citizens of Texas. DFPS is not only a qualifying organization for the Public Service Loan Forgiveness Program but also offers excellent health benefits, special discounts on many products and services through the Discount Purchase Program, longevity pay, generous paid leave, access to the Wellness program, lifetime retirement annuity, Texa$aver 401(k) and 457 Programs under the Employees Retirement System of Texas.

Functional Title : APS Field Administrative Assistant II

Job Title : APS Field Admin Assnt II

Agency : Dept of Family & Protectve Svc

Department : Region 5 APS In-Home Dir Del

Posting Number : 9807

Closing Date : 11 / 30 / 2025

Posting Audience : Internal and External

Occupational Category : Protective Services

Salary Group : TEXAS-A-11

Salary Range : $2,694.34 - $3,946.25

Pay Frequency : Monthly

Shift : Day

Additional Shift : Telework :

Travel : Up to 25%

Regular / Temporary : Regular

Full Time / Part Time : Full time

FLSA Exempt / Non-Exempt : Nonexempt

Facility Location :

Job Location City : BEAUMONT

Job Location Address : 3105 EXECUTIVE BLVD

Other Locations :

MOS Codes : 0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN

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Brief Job Description :

The Department of Family and Protective Services (DFPS) APS Field Administrative Assistant II performs routine journey-level administrative support work involving disseminating information, preparing correspondence, and maintaining filing systems. The position works under moderate supervision, with limited latitude for the use of initiative and independent judgment. Employees at this level may fully perform a variety of routine daily tasks but may often rely on direction from others to solve problems that are not standard. Employees may respond to basic inquiries and explain routine administrative rules, regulations, policies, and procedures.

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Essential Job Functions (EJFs) :

• Prepares and disseminates information concerning agency programs, services, and procedures.
• Serves as the primary point of contact for receiving, reviewing and routing all intakes received from the Statewide Intake (SWI) abuse and neglect reporting department for their area and region of responsibility in accordance with established timeframes and case priority level.
• Reviews intakes received to determine if there is an active investigation and identifies and alerts the primary assigned caseworker and supervisor of the new report.
• Ensures that high priority callouts are assigned in accordance with established routing timeframes to ensure immediate assignment to a caseworker for expedited response.
• Responds to inquiries and provides guidance regarding routing policies and procedures. Participates in meetings with regional program leadership to evaluate routing issues and concerns and participates in discussions regarding routing policies and processes with other regional areas across the state as appropriate.
• Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
• Prepares and disseminates program information, maintains case filing systems and routing records, generates recurring and ad-hoc reports and responds to routing inquiries.
• Assists caseworkers with data entry functions and case-related inquiries, including Texas Integrated Eligibility Redesign System (TIERS) checks, data entry of criminal history background check requests, preparing case files for all newly received investigations, answering and routing incoming calls and distributing mail. Performs other duties as assigned.
• Answers and routes phone calls; routes mail, files, and orders; and maintains office supplies.
• Serves as the primary contact for Statewide Intake. Receives and responds to all inquiries and emails regarding policies and procedures, routing issues and provides updates and reports to management regarding routing status, issues and numbers of case - assignable staff. Assists the public and program with completion of forms and provides information to the public by mail or phone.
• Coordinates the receiving, storing, and issuing of files, materials, and supplies for the program.
• Opens and distributes incoming mail; prepares mail-outs; and maintains and reviews records on postage, registered mail, and packages. Delivers, picks up, or receives documents, supplies, equipment, or materials; checks for quantity and quality; or decides for repairs and services.
• Creates, maintains, and enters information into databases.
• Creates, maintains and enters information into databases and aids other program administrative support staff with compiling, organizing, tracking and monitoring various types of information, including but not limited to : SPARC, CAFM, DFPS Cost Pool, CAPPS, TIERS, WTPY, IMPACT, TAS, eTravel, DFPS Meeting Room Manager and others.
• Compiles data for charts, graphs, databases, summaries, or reports.
• Compiles, reviews, edits, and reconciles discrepancies in reports, purchase orders, correspondence, summaries, manuals, vouchers, journals, ledgers, requisitions, records, and other related forms.
• Performs data retrieval, completes data searches, compiles and reviews data entries, verifies calculations, and edits charts, graphs, and tables.
• Maintains scheduling and event calendars.
• Maintains office schedules and appointments.
• Sends reminders to program staff pertaining to schedules and appointments.
• Schedules and maintains the programs on-call calendars within agency programs for routing during on-call times.
• Serves as the RMTS Unit Facilitator or Coordinator (event coordination) for their respective Unit. Unit Facilitator duties include providing notification to study participants of their observations and providing proxy responses on behalf of participant's who are not on the clock at the time of the observation. Unit Coordinators manage and oversees the RMTS process for assigned regions. Personnel in this role review observations submitted from staff participating in the RMTS to ensure submissions meet the standards set by the RMTS State Office team, State Office and the Federal Government.
• Performs related work as assigned.

Knowledge, Skills and Abilities (KSAs) :

Registrations, Licensure Requirements or Certifications :

None Required

Initial Screening Criteria :

Acceptable Substitutions :

Additional Information :

Factors such as education and experience may be considered when establishing the starting salary for employees coming from other state agencies within Texas.

Interview Requirements : Any candidate who is called to an agency for an interview must notify the interviewing agency in writing of any reasonable accommodation needed prior to the date of the interview

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 Auditor's Office - Job Descriptions. You may also contact the DFPS Military Liaison at dfpsmilvets@dfps.texas.gov with additional questions.

Applicants selected for hire must pass a background check and if applicable a driver's record check.

State of Texas employees are required to maintain the security and integrity of critical infrastructure as defined in Section 117.001(2), State of Texas Business and Commerce Code. Applicants selected for hire comply with this code by completing related training and abiding by agency cybersecurity and communications system usage policies.

As a state agency, DFPS is required by 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.

DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Employees must provide documentation to DFPS to show their identity and authorization to work in the US. Please review the following link for authorized documents : https : / / www.uscis.gov / i-9-central / form-i-9-acceptable-documents .

In compliance with the Americans with Disabilities Act (ADA), HHS / DFPS 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 / DFPS 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.