TPWD - Administrative Assistant IV

PHYSICAL WORK ADDRESS:

TPWD Headquarters, 4200 Smith School Road

GENERAL 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.

Under the direction of the State Park Police Office Manager, 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.

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.

45%

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.

15%

Additional Duties (Employment, Advancement, and Travel Coordination):

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.

15%

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.

NOTE:

Experience may have occurred concurrently

Licensure

Must possess a valid State driver's license.

ACCEPTABLE SUBSTITUTIONS Experience (Substitution)

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 (Preferred)

• Four years of experience in administrative support work.
• Experience in customer service.
• Experience in expenditure tracking, budget management or reconciliation.

Licensure (Preferred)

Completion of the Texas Comptroller of Public Accounts Basic Texas Purchaser Course.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office practices or…