TPWD - Administrative Assistant V (Office Manager)

Texas A&M International; Toyahvale (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Paid time off

Group insurance

Retirement plan

Frequent training

Longevity pay

Merit pay

Deferred compensation

401K/457 plan

Direct deposit

Flexible benefits

Job summary

Texas Parks and Wildlife is seeking an experienced administrative professional to support the Human Resources and Finance functions at a site. The role includes preparing documents, handling purchasing records, and maintaining fiscal controls.

Responsibilities also cover coordinating travel, onboarding/offboarding processes, and supervising staff as needed. Strong communication and customer service skills are essential.

Qualifications

• High School diploma or GED required.
• Three years of administrative support experience.
• Experience maintaining filing systems and recording information.
• Experience editing data in charts, spreadsheets, graphs and databases.
• Experience providing guidance or supervising others.

Responsibilities

• Disseminates information, prepares correspondence, and maintains filing systems. Responds to inquiries and explains agency programs.
• Assists with budget preparation, monitors spending, and maintains revenue tracking.
• May supervise staff, handle onboarding/offboarding, and coordinate timesheets and leave reports.
• Provides customer service to site visitors and the public.
• Performs additional duties as assigned and adheres to agency policies.

Skills

Administrative support

Budget tracking

Supervision

Customer service

Data entry

Communication

Education

High School diploma or GED

Tools

Microsoft 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.

GENERAL DESCRIPTION:

Under the direction of Park Leadership, this position performs advanced (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 supervise the work of others to include performance reviews, onboarding, offboarding, personnel actions and time entry.May provide information and assistance to the public.Works under limited supervision, with considerable 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; prepares, 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.Performs administrative edits to data in charts, graphs, and/or databases.Operates electronic mail systems and coordinates the flow of information both internal and external to the agency. 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, analyzes trends and assists with forecasting as requested by supervisor or other management staff. M aintains 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%

Supervisory Duties and Personnel Management:

May supervise the work of others to include performance reviews, onboarding, offboarding, personnel actions and time entry/approval. 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.

10%

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:

Three years of experience in administrative support work.

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

Experience editing data in charts, spreadsheets, graphs and databases.

Experience preparing summaries or reports.

Experience in providing guidance or supervising the work of others.

NOTE: Experience may have occurred concurrently.

Licensure:

Must possess a valid State driver's license.

ACCEPTABLE SUBSTITUTIONS:

Experience:

Thirty-semester credit hours from an accredited college or university with coursework in management, business administration or related field may substitute for one year of the required experience, with a maximum substitution of two years.

PREFERRED QUALIFICATIONS:

Experience:

Four years of experience in administrative support work.

Experience in customer service.

One year of supervisory or team lead experience.

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

Experience in expenditure tracking, budget management or reconciliation.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of office practices or administrative procedures.

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

Knowledge of purchasing, procurement methods or procedures.

Knowledge of human resources administration and hiring practices.

Knowledge of State of Texas Purchasing rules.

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.

Skill in providing technical guidance and assistance.

Ability to communicate effectively.

Ability to handle difficult/emergency situations.

Ability to evaluate the effectiveness of administrative systems and procedures.

Ability to accurately handle cash and account for revenue collected.

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.

Required to live on-site in State housing with a monthly housing deduction of $215.63. Housing rate is established by TPWD policy, calculated using federal guidelines, and may change according to market value.

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 attachedRÉSUMÉ. 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 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.

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