TPWD - Administrative Assistant III (Assistant Office Manager)

Texas Department of Public Safety; Huntsville (TX); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide essential support in managing operations and facilitating communication within the organization. This role involves a variety of tasks, including administrative support, budgeting assistance, and customer service, all aimed at enhancing operational efficiency. The ideal candidate will possess strong organizational skills, proficiency in office software, and the ability to communicate effectively. Join a team that values dedication and offers opportunities for professional growth and development in a supportive environment.

Benefits

Generous Paid Time Off

Group Insurance

Retirement and Pension

Training and Staff Development Opportunities

Flexible Benefit Plans

401K/457 Retirement Plans

Employee Assistance Program

Qualifications

• Two years of experience in administrative support work.
• Experience in maintaining filing systems and documentation.

Responsibilities

• Perform complex administrative support work under general supervision.
• Assist with budget preparation and maintain budget tracking systems.

Skills

Administrative Support

Customer Service

Budget Management

Microsoft Office Suite

Communication Skills

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Virtual Meeting Platforms

Job description

TPWD MISSION

To manage and conserve the natural and cultural resources of Texas and to provide hunting, fishing and outdoor recreation opportunities for the use and enjoyment of present and future generations.

PLEASE NOTE:

All applications must contain complete job histories, which includes job title, dates of employment (month/year) and hours worked per week, name of employer, supervisor's name and phone number and a description of duties performed.

Job history and volunteer experience should be listed in the work history section of the application to receive credit towards meeting the minimum requirements. Part-time experience credit is prorated based on the duration and hours worked per week. Please indicate hours worked for part-time/temporary/seasonal experience. If this information is not submitted, your application will be considered incomplete.

Applications with “See attached" or "See resume" will not be accepted in lieu of a completed application. Omission of data can be the basis for disqualification; you may state ‘unknown’ for any incomplete fields. If education is used to meet the minimum requirements of the job posting, a copy of a college transcript(s) issued from the registrar must be provided if you are selected for an interview.

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APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS: Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions, go to CAPPS Recruit to register or login. CAPPS Recruit, https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en

MILITARY OCCUPATIONAL SPECIALTY CODES:

Job Classification

Service

Military Specialty

Administrative Assistant I-VI

Army

15P, 42A, 56M, 68G, 420A

Administrative Assistant I-VI

Navy

AZ, LS, LSS, MC, PS, RP, SN, YN, YNS, 741X

Administrative Assistant I-VI

Coast Guard

YN, PERS

Administrative Assistant I-VI

Marine Corps

0100, 0111, 3372, 3381, 6046, 0170, 4430

Administrative Assistant I-VI

Air Force

3F5X1, 8A200

*More information on military occupational specialty codes can be found below:

https://www.onetonline.org/crosswalk/MOC/

https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MilitaryCrosswalkGuide.pdf

MILITARY EMPLOYMENT PREFERENCE:

If you choose to claim military employment preference as outlined by the State of Texas, you must attach the required documentation referenced below at the time your application is submitted . If you have questions regarding this requirement, please visit our Military Employment Reference page at https://tpwd.texas.gov/jobs/veterans/ .

Required forms that will need to be attached with application for Military Employment Preference:

Veteran- DD214 showing honorable discharge or Statement of Service (only for transitioning service members who have not reached their date of separation).

Surviving spouse of a veteran who has not remarried- Marriage Certificate and DD Form 1300 or appropriate documentation.

Orphan of a veteran killed while on active duty- Birth Certificate and DD Form 1300 or appropriate documentation.

Spouse of a member of the US Armed Forces/Texas National Guard serving on Active Duty- Marriage Certificate and copy of spouses active-duty military orders.

Spouse of a veteran with disability and is the primary income for household- Marriage Certificate, Veterans DD214, and VA Benefits Summary Letter showing disability rating.

Documentation must be attached to the application before military preference can be granted.

BENEFITS:

Texas Parks and Wildlife offers a variety of benefits for employees such as generous paid time off, group insurance, retirement and pension, and frequent training and staff development opportunities. Other benefits include longevity pay, merit pay, deferred compensation, flexible benefit plans, 401K/457 retirement plans, direct deposit, staggered work hours, Employee Assistance Program and a Return to Work Program. For new employees or rehires, health insurance is available the 1st of the following month after a 60-day waiting period. Click HERE to view our Benefits page.

HIRING CONTACT: Jeff Boyd, [phone]

PHYSICAL WORK ADDRESS: Huntsville State Park, 565 Park Road 40 West, Huntsville, Texas 77340

GENERAL DESCRIPTION:

Under the direction of the Office Manager, this position performs complex (journey-level) administrative support work to include disseminating information, preparing correspondence and/or maintaining filing systems regarding personnel management, purchasing, budgeting, training, material/property management, and/or other administrative procedures as assigned. May provide information and assistance to the public. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL JOB DUTIES:

% of Time

Essential Job Duties by Category

35%

Administrative Support:

In consultation with the Human Resources Division and Site/Regional leadership; edits, and distributes correspondence, reports, forms, and documents. Responds to inquiries. May coordinate and schedule travel arrangements for management. May coordinate and facilitate meeting locations, preparation of presentations as required.

30%

Purchasing, Accounting and/or Budgeting Duties:

Assists supervisor or upper management with data needed for budget preparation. Accurately monitors and maintains budget tracking system as requested. Reviews expenditure history as requested by supervisor or other management staff. Maintains accounting system for revenue tracking and reporting. Reviews purchase request documents for accuracy to ensure purchasing compliance. Enters data related to purchase orders, requisitions and procurement card transactions into system of record. May make purchases with a state procurement card. Collects revenue and adheres to fiscal control policies.

10%

Personnel Management:

Assist with developing job postings and screening applicants. May assist with interview processes in coordination with division and agency protocols. May coordinate system access and deactivation for new/separating employees and coordinate equipment and uniform assignment/retrievals. May provide guidance to others.

20%

Other Division Specific Job Duties:

Provides customer service to provide information and assistance to site visitors/public.

5%

Marginal Job Duties:

Performs additional duties as assigned. Complies with Agency, Division and Department rules, regulations, and procedures.

MINIMUM QUALIFICATIONS :

Education :

Graduation from High School or GED.

Experience :

Two years of experience in administrative support work.

Experience in maintaining filing systems to include recording information or maintaining documentation.

Licensure :

Applicant must possess a valid State driver's license.

PREFERRED QUALIFICATIONS :

Experience :

Three years of experience in administrative support work.

Experience in customer service.

Experience in cash management, accounting, auditing or revenue reporting concepts.

KNOWLEDGE, SKILLS, AND ABILITIES :

Knowledge of office practices or administrative procedures.

Knowledge of budget management, tracking, or monitoring.

Knowledge of retail sales practices and procedures, including ordering, receiving, inventory control, and merchandise display.

Knowledge of purchasing, procurement methods or procedures.

Knowledge of written grammatic rules.

Knowledge of purchasing, procurement methods or procedures.

Knowledge of record keeping, reporting procedures, and departmental policies and procedures.

Skill in use of standard office equipment and software.

Skill in using Microsoft Office Suite, Virtual meeting platforms (MS Teams, Zoom, Webex, etc.) and/or Adobe products.

Skill in training others.

Skill in verbal and written communication.

Ability to communicate effectively.

Ability to handle difficult/emergency situations.

Ability to evaluate the effectiveness of administrative systems or procedures.

Ability to accurately handle cash and account for revenue collected.

Ability to maintain strict confidentiality.

WORKING CONDITIONS :

Required to work 8 hours per day, 5 days per week.

May be required to work overtime, holidays, weekends, and hours other than regularly scheduled with supervisor approval.

May be required to operate a state vehicle.

Required to travel 5% with possible overnight stays.

Required to conform to dress and grooming standards, work rules and safety procedures.

Required to follow non-smoking policy in all state buildings and vehicles.

TPWD IS AN EQUAL OPPORTUNITY EMPLOYER

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