TPWD - Administrative Assistant IV (Magazine Admin

TEXAS PARKS & WILDLIFE • Austin, TX • 1h ago

Please paste the following URL into a browser to view the entire job posting on the CAPPS Careers page.https://erphcmprd.cpa.texas.gov/psp/candidateportal/EMPLOYEE/HRMS/c/HRSHRAMFL.HRSCGSEARCHFL.GBL?Page=HRSAPPJBPSTFLandAction=UandFOCUS=ApplicantandSiteId=1andJobOpeningId=103215andPostingSeq=1Job Description TPWD MISSIONTo 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. HIRING CONTACT: April Cumming, 512-923-6378, Email Address: april.cumming@tpwd.texas.govPHYSICAL WORK ADDRESS: Texas Parks and Wildlife Department - Headquarters, 4200 Smith School Road, Austin, TX 78744 GENERAL DESCRIPTION:Under the direction of TPWD Magazine's Publisher, 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 TimeEssential Job Duties by Category45%Administrative Support:Ensures continuity of activities by serving as point of contact for staff and by monitoring deadlines, commitments, assignments, mail distribution, etc. Prepares, edits, coordinates and disseminates correspondence and reports. Coordinates logistical activities for: meetings/room arrangements for staff meetings, seminars, staff training sessions, teleconferences, etc. May arrange travel needs for staff, including airline/hotel accommodations and secures reimbursement. Receives customer correspondence and calls; and fills orders (prepares mailing/shipping) for requested magazines and other agency publications or products. Responds to routine inquiries and refers non-routine requests to supervisor or appropriate staff. Trains interns and manages customer service functions to administer proper customer service relations with customers. Responsible for the maintenance of the operational budget which includes appropriated receipts; develops and maintains appropriate tracking and record keeping spreadsheets. Creates advertising sales invoices, prepares and mails tear sheets and magazines, prepares past due statements and collection letters. Assists with preparing human resources related documentation and maintaining personnel files. Provides direction to staff on personnel and administrative issues. 45%Purchasing, Accounting and/or Budgeting Duties:Serves as purchasing agent and point of contact in areas of: evaluating and creating purchase orders/requisitions, contract purchases, and credit cards. Has delegated purchase approval authority up to $5,000 for purchase order and $15,000 for requisitions. Advises staff on proper interpretation and application of purchasing policies and regulations. Monitors and orders supplies, renews professional memberships, registrations, utilizing department forms and following state policies and procedures. Contract administrator for interns, certain printing suppliers and other contract vendors. Provides financial analysis of the budget, expenditures, and revenue receipts to the TPW Magazine's publisher. Collects advertising revenue, prepares sales commissions reports and interacts with advertising contract vendor(s). Processes revenue (incoming checks and credit card sales/batching).5%Other Division Specific Job Duties:Serves as one of two backup administrative assistants to Marketing Group and Media Communications Group. Serves as the Records Management point of contact. Develops and maintains record systems and files.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:Five years of experience performing advanced 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 or be able to obtain, within 30 days of employment, a valid state driver's license. Must possess or be able to obtain, within 6 months of employment, a State of Texas Basic Public Purchasing certificate.NOTE: Retention of position contingent upon obtaining and maintaining required license and certification. ACCEPTABLE SUBSTITUTIONS:Experience:Graduation from an accredited college or university with a bachelor's degree or higher in management, business administration or related field may substitute for three years of experience performing advanced administrative support work.Sixty semester 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 performing advanced administrative support work.NOTE: This substitution does not apply to the supervisory experience requirement. KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of office practices or administrative procedures. Knowledge of purchasing methods and procedures.Knowledge of the principles of accounting or bookkeeping, audit, property and budget control.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 using Integrated Financial System such as Business Information System (BIS).Skill in providing quality customer service and information in a courteous

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