TPWD - Administrative Assistant IV (Office Manager

Please paste the following URL into a browser to view the entire job posting on the CAPPS Careers page.https://erphcmprd.cpa.texas.gov/psp/candidateportal/EMPLOYEE/HRMS/c/HRS\_HRAM\_FL.HRS\_CG\_SEARCH\_FL.GBL?Page=HRS\_APP\_JBPST\_FLandAction=UandFOCUS=ApplicantandSiteId=1andJobOpeningId=107249andPostingSeq=1Job DescriptionTPWD MISSIONTo 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, [email protected] 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. ESSENTIAL JOB DUTIES: % of TimeEssential Job Duties by Category25%Administrative Support: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%Personnel Management: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 ork.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 RSUM. 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 rsum, andDe