TPWD - Administrative Assistant IV

Job Description

TPWD MISSION

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.

PLEASE NOTE:

All applications must contain complete job histories, which includes job title, dates of employment (month/year) and hours worked per week, name of employer, supervisor's name and phone number and a description of duties performed.

Job history and volunteer experience should be listed in the work history section of the application to receive credit towards meeting the minimum requirements. Part-time experience credit is prorated based on the duration and hours worked per week. Please indicate hours worked for part-time/temporary/seasonal experience. If this information is not submitted, your application will be considered incomplete.

Applications with "See attached" or "See resume" will not be accepted in lieu of a completed application. Omission of data can be the basis for disqualification; you may state 'unknown' for any incomplete fields. If education is used to meet the minimum requirements of the job posting, a copy of a college transcript(s) issued from the registrar must be provided if you are selected for an interview.

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APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS: Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions, go to CAPPS Recruit to register or login. CAPPS Recruit, https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en

MILITARY OCCUPATIONAL SPECIALTY CODES:

Job Classification

Service

Military Specialty

Administrative Assistant I-VI

Army

15P, 42A, 56M, 68G, 420A

Administrative Assistant I-VI

Navy

AZ, LS, LSS, MC, PS, RP, SN, YN, YNS, 741X

Administrative Assistant I-VI

Coast Guard

YN, PERS

Administrative Assistant I-VI

Marine Corps

0100, 0111, 3372, 3381, 6046, 0170, 4430

Administrative Assistant I-VI

Air Force

3F5X1, 8A200

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

https://www.onetonline.org/crosswalk/MOC/

https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MilitaryCrosswalkGuide.pdf

MILITARY EMPLOYMENT PREFERENCE:

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/.

Required forms that will need to be attached with application for Military Employment Preference:

1. Veteran- DD214 showing honorable discharge or Statement of Service (only for transitioning service members who have not reached their date of separation).
2. Surviving spouse of a veteran who has not remarried- Marriage Certificate and DD Form 1300 or appropriate documentation.
3. Orphan of a veteran killed while on active duty- Birth Certificate and DD Form 1300 or appropriate documentation.
4. 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.
5. 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.

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, telework, staggered work hours, Employee Assistance Program and a Return to Work Program. For new employees or rehires, health insurance is available the 1st of the following month after a 60-day waiting period. Click HERE to view our Benefits page.

HIRING CONTACT: Tanya Russell, (512) 389-8641

PHYSICAL WORK ADDRESS: TPWD Headquarters, Finance/Administrative Branch, 4200 Smith School Rd, Austin, TX 78744

GENERAL DESCRIPTION:

Under the direction of the Administrative Team Lead, this position performs highly complex (senior-level) administrative support work to include disseminating information, preparing correspondence and maintaining filing systems regarding personnel management, purchasing, budgeting, training, material/property management, and 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 Time

Essential Job Duties by Category

50%

Office Management:

In consultation with the Human Resources Division and divisional HR liaisons; 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.

5%

Personnel Management:

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.

10%

Other Division Specific Job Duties:

Assists with travel entries for the division.

5%

Marginal Job Duties:

Performs additional duties as assigned. Complies with Agency, Division and Department rules, regulations, and procedures.



Qualifications:

MINIMUM QUALIFICATIONS:

Education:

Graduation from High School or GED.

Experience:

Experience in administrative support work.

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

Experience compiling data for charts, graphs, databases, summaries or reports.

Experience in providing guidance to others.

Licensure:

Must possess or be able to obtain, within 30 days of employment, a valid state driver's license.

ACCEPTABLE SUBSTITUTIONS

Experience:

Sixty semester hours from an accredited college or university with coursework in office management, business administration or related field my substitute for the required experience located under the minimum qualifications. This substitution does not apply to the supervisory experience requirement.

PREFERRED QUALIFICATIONS

Experience:

Experience in CAPPS Financial Systems.

Experience with State of Texas Travel.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of office practices and administrative procedures.

Skill in use of standard office equipment and software.

Skill in using Microsoft Office Suite, Microsoft Teams, and Adobe products.

Ability to communicate effectively.

Ability to interpret and apply agency policies and procedures.

Ability to evaluate the effectiveness of administrative systems and procedures.

Ability to provide guidance to others.

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.

This position is suitable to telework two days per week and the candidate may be allowed to telework 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

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