TPWD - Administrative Assistant V; Office Manager

Job Title

Administrative Assistant V (Office Manager)

Texas Parks and Wildlife Department

Laredo, Texas

Office and Administrative Support

Regular

Full‑time, 8 hours per day, 5 days per week

Required:

5% of time

Monthly: $4,769.07 (Grade 17, Admin Plan

A)

Exempt

Under the direction of Park Management, this position performs advanced (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. May supervise others including performance reviews, onboarding, offboarding and personnel actions. Provides information and assistance to the public. Works under limited supervision with considerable initiative.

• Administrative Support – 20% Prepare, edit, distribute correspondence, reports, forms, and documents; respond to inquiries, explain agency procedures; conduct administrative reviews of reports; perform edits to data in charts, graphs, and databases; operate electronic mail systems and coordinate flow of information; organize and administer travel arrangements; plan and coordinate meetings and presentations.
• Purchasing, Accounting and Budgeting – 40% Assist supervisor with data for budget preparation; monitor budget tracking systems; review expenditure history and assist with forecasting; maintain revenue tracking and reporting systems; review purchase request documents for accuracy and compliance; enter purchase order, requisition, and procurement card transaction data; maintain procurement card logs and receipts; make purchases with state procurement card; collect revenue and ensure fiscal control policies.
• Supervisory Duties and Personnel Management – 25% Supervise others: performance reviews, onboarding, offboarding, personnel actions, time entry/approval; assist with job postings and screening; answer policy questions on promotions, demotions, merit increases, transfers, separations; monitor employee timesheets; prepare leave reports; assist interview processes; coordinate system access and deactivation and equipment/uniform assignment and retrieval.
• Other Division Specific Duties – 10% Provide customer service to site visitors/public.
• Marginal Duties – 5% Perform additional duties as assigned; comply with agency rules, regulations and procedures.

Generous paid time off, group insurance, retirement and pension plans, training and staff development opportunities, longevity pay, merit pay, deferred compensation, flexible benefit plans, 401(k)/457 retirement plans, direct deposit, staggered work hours, Employee Assistance Program, Return‑to‑Work Program. Health insurance available to new employees after a 60‑day waiting period.

• High school diploma or GED.
• Three years of administrative support experience, including maintaining filing systems and editing data in charts, spreadsheets, graphs and databases.
• Experience preparing summaries or reports.
• Experience supervising others.
• Valid Texas state driver’s license.

• Thirty semester credit hours from an accredited college or university with coursework in management, business administration or related field may substitute for up to two years of experience.

• Four years of administrative support experience.
• Experience in customer service.
• One year of supervisory or team lead experience.
• Experience in cash management, accounting, auditing or revenue reporting.
• Experience in expenditure tracking, budget management or reconciliation.

• Knowledge of office practices and administrative procedures.
• Knowledge of retail sales practices and procedures.
• Knowledge of purchasing, procurement methods or procedures.
• Knowledge of human resources administration and hiring practices.
• Knowledge of Texas purchasing rules.
• Skill in standard office equipment and software.
• Skill in Microsoft Office Suite, virtual meeting platforms and 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 or emergency situations.
• Ability to evaluate effectiveness of administrative systems and procedures.
• Ability to accurately handle cash and account for revenue collected.
• Ability to research and assemble information.

• Work 8 hours per day, 5 days per week.
• May be required to work overtime, holidays, weekends, and other hours with supervisor approval.
• May operate a state vehicle.
• Required to travel 5% with possible overnight stays.
• Must conform to dress and grooming standards, work rules, and safety procedures.
• Must follow a non‑smoking policy in all state buildings and vehicles.