TPWD - Administrative Assistant V (Office Manager)

TPWD - Administrative Assistant V (Office Manager) 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: 35% Administrative Support: 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. 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% 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. 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 assigment/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. Licensure: Must possess a valid State driver's license. Acceptable Substitutions: 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. TPWD IS AN EQUAL OPPORTUNITY EMPLOYER