TPWD - Administrative Assistant IV (Assistant Office Manager)

Texas A&M International; Fredericksburg (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Texas Parks and Wildlife Department seeks a senior administrative support specialist at Enchanted Rock State Natural Area. Under park leadership, you will handle information dissemination, prepare correspondence, and maintain filing systems with limited supervision.

Responsibilities include managing budget data, processing purchase documents, coordinating travel, and supporting recruitment activities. You will serve the public, ensure compliance, and assist with equipment and records while

Qualifications

• Graduation from High School or GED.
• Two years of experience in administrative support.
• Must possess a valid State driver's license.

Responsibilities

• Edit and distribute correspondence, reports, forms and documents.
• Coordinate and schedule travel arrangements for management.
• Assist budget preparation and monitor the budget tracking system.
• Assist with posting jobs and screening applicants.
• Provide information and assistance to site visitors.

Skills

MS Office Suite

Budget tracking

Cash handling

Customer service

Verbal and written communication

Confidentiality

Office procedures

Education

High School Diploma or GED

Tools

MS Office

MS Teams

Zoom

Job description

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.

PHYSICAL WORK ADDRESS: Enchanted Rock State Natural Area, 16710 Ranch Road 965, Fredericksburg, TX 78624

GENERAL DESCRIPTION

Under the direction of the park leadership, this position performs highly complex (senior-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 limited supervision, with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL JOB DUTIES

30%

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.

5%

Other Duties

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.

30%

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

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 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.

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 on the 1st of the following month after a 60-day waiting period.