Administrative Assistant Magazine Jobs (NOW HIRING)

Job Description
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.
HIRING CONTACT: April Cumming, 5129236378, Email Address: april.cumming@tpwd.texas.gov
PHYSICAL 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 (seniorlevel) 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
45%
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 nonroutine 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 and professional manner.
Skill in maintaining accurate records and files in hardcopy and electronic formats.
Skill in identifying, locating, and assembling information.
Skill in establishing and maintaining effective work relationships with coworkers and workrelated contacts.
Skill in making sound judgment decisions based upon data available and in short time frames.
Skill in making independent, sound, timely decisions.
Ability to communicate effectively.
Ability to evaluate the effectiveness of administrative systems and procedures.
Ability to implement new administrative systems and procedures.
Ability to interpret rules, regulations, policies, and procedures.
Ability to communicate effectively.
Ability to analyze and solve work problems.
Ability to manage or coordinate projects.
Ability to manage several projects simultaneously.
Ability to maintain flexibility and work with frequent interruptions and multiple changing priorities.
Ability to supervise the work of others.
Ability to maintain strict confidentiality.
Ability to prepare reports.
Ability to work as a member of a team.
WORKING CONDITIONS:
Required to work from 8:00 a.m. to 5:00 p.m., Monday through Friday, with some flexibility in schedule.
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 conform to dress and grooming standards, work rules and safety procedures.
Required to follow nonsmoking policy in all state buildings and vehicles.
PLEASE NOTE:
All applications must include complete job history information for each period of employment, provided either in the WORK HISTORY SECTION or in the attached RÉSUMÉ. Please ensure each entry includes:

• Job title,
• Employer name,
• Dates of employment (month/year),
• If employment is less than fulltime status, indicate parttime in the work history section or résumé, and
• Description of duties performed.
  NOTE: Volunteer experience may be counted toward required experience.

IMPORTANT:

• College Transcripts: If education is used to meet the minimum qualifications, a copy of the college transcript(s) issued by the registrar must be provided at the time of interview (unless otherwise noted in the posting).
• `N/A' may be entered in fields that are not applicable.
• Omission of required information may result in disqualification.

Work In Texas (WIT) Applicants:

• WIT applicants must complete the supplemental questions in the CAPPS Candidate Gateway to be considered.
• To complete these questions, log in to CAPPS Candidate Gateway .
• If you need assistance creating a résumé, please refer to the `Create a Résumé' link for Job Seekers on the Work In Texas website .

If the required information and attachments are not submitted as noted above, your application will be considered incomplete.
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 ReturntoWork Program. For new employees or rehires, health insurance is available on the 1st of the following month after a 60day waiting period. Click HERE to view our Benefits page.
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 activeduty 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.
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
TPWD IS AN EQUAL OPPORTUNITY EMPLOYER