TPWD - Administrative Assistant V (Office Manager)

About the position Exciting opportunity for an Office Manager with a passion for excellence in customer service and strong skills in administrative leadership! You will join a dedicated team in preserving and protecting a 7,400 acre state park featuring amazing views, diverse wildlife, camping, fishing and hunting opportunities, and over 50 miles of trails! May provide information and assistance to the public. Under the direction of Assistant Park Superintendent I, 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.

Responsibilities

• In consultation with the Human Resources Division and Site/Regional leadership; prepares, edits, and distributes correspondence, reports, forms, and documents.

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• Responds to inquiries, explains and disseminates information concerning agency or divisional programs, procedures, regulations or policies.

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• Conducts administrative reviews of reports, documents, or summaries to ensure completeness.

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• Performs administrative edits to data in charts, graphs, and/or databases.

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• Operates electronic mail systems and coordinates the flow of information both internal and external to the agency.

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• May perform, organize and administer travel arrangements for management.

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• Plans, coordinates and facilitates meeting locations, preparation of presentations as required.

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• Assists supervisor or upper management with data needed for budget preparation.

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• Accurately monitors and maintains budget tracking system as requested.

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• Reviews expenditure history, analyzes trends and assists with forecasting as requested by supervisor or other management staff.

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• Maintains accounting system for revenue tracking and reporting.

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• Reviews purchase request documents for accuracy to ensure purchasing compliance.

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• Enters data related to purchase orders, requisitions and procurement card transactions into system of record.

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• May maintain procurement card logs, receipts and other related documents.

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• May make purchases with a state procurement card.

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• Collects revenue and ensures fiscal control policies are accurately implemented.

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• May supervise the work of others to include performance reviews, onboarding, offboarding, personnel actions and time entry/approval.

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• Coordinate and assist with developing job postings and screening applicants.

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• Monitors/tracks employee timesheets for completeness.

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• Prepares and monitors leave reports for supervisor as requested.

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• May assist with interview processes in coordination with division and agency protocols.

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• May coordinate system access and deactivation for new/separating employees and coordinate equipment and uniform assignment/retrievals.

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• Provides customer service to provide information and assistance to site visitors/public.

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

Requirements

• Graduation from High School or GED.

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• Three years of experience in administrative support work.

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• Experience in maintaining filing systems to include recording information or maintaining documentation.

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• Experience editing data in charts, spreadsheets, graphs and databases.

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• Experience preparing summaries or reports.

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• Experience in providing guidance or supervising the work of others.

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• Must possess a valid State driver's license.

Nice-to-haves

• Four years of experience in administrative support work.

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• Experience in customer service.

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• One year of supervisory or team lead experience.

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• Experience in cash management, accounting, auditing or revenue reporting concepts.

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• Experience in expenditure tracking, budget management or reconciliation.

Benefits

• Generous paid time off

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• Group insurance

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• Retirement and pension

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• Frequent training and staff development opportunities

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• Longevity pay

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• Merit pay

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• Deferred compensation

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• Flexible benefit plans

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• 401K/457 retirement plans

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• Direct deposit

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• Telework

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• Staggered work hours

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• Employee Assistance Program

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• Return to Work Program

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• Health insurance available the 1st of the following month after a 60-day waiting period

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