TPWD - Administrative Assistant IV (Office Manager)

Texas Water Development Board; Houston (TX); Sur place; USD 50 000 - 70 000; Plein temps

Avantages offerts par ce poste

Paid time off

Group insurance

Retirement plan

Training and development

Flexible benefit plans

Direct deposit

Résumé du poste

Texas Parks and Wildlife Department seeks a senior administrative support specialist to manage correspondence, records, travel, and meetings. You will assist with budgeting, procurement, and human resources tasks while ensuring accuracy and compliance. Strong communication and organizational skills are essential.

The role requires handling travel, timesheets, and leave reports, with opportunities to support agency programs and policies. On-site work in Houston and related duties are expected.

Qualifications

• High School diploma or GED or equivalent.
• Two years of experience in administrative support.
• Valid State driver's license.
• Three years of administrative experience preferred.
• Experience in customer service and cash management appreciated.

Responsabilités

• Prepare correspondence, maintain filing systems, and disseminate information.
• Coordinate travel arrangements and meeting logistics.
• Monitor budget tracking and revenue reporting
• Assist with job postings and applicant screening.
• Provide customer service and information to internal/external customers.

Connaissances

Office administration

Communication skills

Budget tracking

Records retention

Training others

Microsoft Office

HR/hiring practices

Customer service

Formation

High School diploma or GED

Outils

MS Teams/Zoom/Webex

Adobe products

Description du poste

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.

HIRING CONTACT

Kelley Parker, 281-456-2800, [e-mail]

PHYSICAL WORK ADDRESS

Sheldon Lake State Park,14140 Garrett Rd, Houston, TX 77044

GENERAL DESCRIPTION

Under the direction of Park Superintendent, 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 guidance to others. May provide information and assistance to the public. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

In consultation with the Human Resources Division and Site/Regional leadership; edits, and distributes correspondence, reports, forms, and documents. Responds to inquiries, explains and disseminates information concerning agency or divisional programs, procedures, regulations or policies. Conducts administrative reviews of reports, documents, or summaries to ensure completeness. May perform, organize and administer travel arrangements for management. Plans, coordinates and facilitates 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 maintain procurement card logs, receipts and other related documents. May make purchases with a state procurement card. Collects revenue and ensures fiscal control policies are accurately implemented.

20%

May coordinate and assist with developing job postings and screening applicants. Answer policy and procedure questions on promotions, demotions, merit increases, transfers, and separation of employees. Monitors/tracks employee timesheets for completeness. Prepares and monitors leave reports for supervisor as requested. 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

May coordinate and schedule travel for agency employees and serve as travel coordinator. May perform record retention work and coordinate with staff on disposal of records according to the agency retention schedule. May assist with implementing procedural or policy changes to improve operations. May maintain equipment, materials and supplies. Provides customer service to provide information and assistance to internal/external customers.

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.

NOTE: Experience may have occurred concurrently.

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 records retention and archival methods.

Knowledge of purchasing, procurement methods or procedures.

Knowledge of human resources administration and hiring practices.

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 budget management, tracking, forecasting or monitoring.

Ability to communicate effectively.

Ability to handle difficult/emergency situations.

Ability to evaluate the effectiveness of administrative systems and procedures.

Ability to identify, research and assemble information.

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.

PLEASE NOTE

All applications must include complete job history information for each period of employment, provided either in the WORK HISTORY SECTION or in the attached RÉSUMÉ. Please ensure each entry includes:

Job title,

Employer name,

Dates of employment (month/year),

If employment is less than full-time status, indicate part-time in the work history section or résumé, and

Description of duties performed.
NOTE: Volunteer experience may be counted toward required experience.

IMPORTANT

College Transcripts: If education is used to meet the minimum qualifications, a copy of the college transcript(s) issued by the registrar must be provided at the time of interview (unless otherwise noted in the posting).

`N/A' may be entered in fields that are not applicable.

Omission of required information may result in disqualification.

WIT applicants must complete the supplemental questions in the CAPPS Candidate Gateway to be considered.

If the required information and attachments are not submitted as noted above, your application will be considered incomplete.

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.

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/ .

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.

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