TPWD - Administrative Assistant IV (Regional Office)

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. EXCELLENT 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, 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. Click HERE to view our Benefits page. PLEASE NOTE : All applications must contain complete job histories in the WORK HISTORY SECTION to include: Job Title Dates of employment (month/year) Name of Employer, Name of Supervisor Description of duties performed Volunteer experience credit is counted toward any experience requirement. Please list those experiences to receive credit towards meeting the minimum requirements. Omission of data can be the basis for disqualification; you may state ‘unknown’ for any incomplete fields. College Transcripts are required at the time of interview (unless otherwise noted on the posting) 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. Applications with “See attached" or "See resume" will not be accepted in lieu of a completed application. Resumes are encouraged as attachments but will not be used to determine eligibility Work In Texas (WIT) Applications : WIT applicants are required to complete the supplemental questions to be considered for the posting. To complete the supplemental questions, login to CAPPS Recruit . IF THIS INFORMATION IS NOT SUBMITTED, YOUR APPLICATION WILL BE CONSIDERED INCOMPLETE. 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 Administrative Assistant I-VI Space Force No Military Crosswalk. Qualified veterans are encouraged to apply. *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: 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 . HIRING CONTACT : Cindy Granado, (432) 426-3533, Email: [email protected] PHYSICAL WORK ADDRESS : SP Region 1 HQ, Hwy. 118 N, Park Road 3, Fort Davis, Texas, 79734 GENERAL DESCRIPTION : Under the direction of the Regional Administrative Specialist, 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 Time Essential Job Duties by Category 60% 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. 25% 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. 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. 5% 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 assigment/retrievals. May provide guidance to others. 5% 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. 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. EXCELLENT 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, 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. Click HERE to view our Benefits page. PLEASE NOTE : All applications must contain complete job histories in the WORK HISTORY SECTION to include: Job Title Dates of employment (month/year) Name of Employer, Name of Supervisor Description of duties performed Volunteer experience credit is counted toward any experience requirement. Please list those experiences to receive credit towards meeting the minimum requirements. Omission of data can be the basis for disqualification; you may state ‘unknown’ for any incomplete fields. College Transcripts are required at the time of interview (unless otherwise noted on the posting) 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. Applications with “See attached" or "See resume" will not be accepted in lieu of a completed application. Resumes are encouraged as attachments but will not be used to determine eligibility Work In Texas (WIT) Applications : WIT applicants are required to complete the supplemental questions to be considered for the posting. To complete the supplemental questions, login to CAPPS Recruit . IF THIS INFORMATION IS NOT SUBMITTED, YOUR APPLICATION WILL BE CONSIDERED INCOMPLETE. 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 Administrative Assistant I-VI Space Force No Military Crosswalk. Qualified veterans are encouraged to apply. *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: 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 . HIRING CONTACT : Cindy Granado, (432) 426-3533, Email: [email protected] PHYSICAL WORK ADDRESS : SP Region 1 HQ, Hwy. 118 N, Park Road 3, Fort Davis, Texas, 79734 GENERAL DESCRIPTION : Under the direction of the Regional Administrative Specialist, 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 Time Essential Job Duties by Category 60% 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. 25% 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. 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. 5% 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 assigment/retrievals. May provide guidance to others. 5% 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 : Three years of experience in administrative support work. Experience in maintaining filing systems to include recording information or maintaining documentation. Experience compiling data for charts, spreadsheets, graphs, or databases. Experience preparing summaries or reports. Experience in providing guidance to others. Licensure : Must possess a valid State driver%27s 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. Experience in expenditure tracking, budget management or reconciliation. 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. TPWD IS AN EQUAL OPPORTUNITY EMPLOYER 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 compiling data for charts, spreadsheets, graphs, or databases. Experience preparing summaries or reports. Experience in providing guidance to others. Licensure : Must possess a valid State driver%27s 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. Experience in expenditure tracking, budget management or reconciliation. 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. TPWD IS AN EQUAL OPPORTUNITY EMPLOYER

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