TPWD – Staff Services Officer II (Big Game Program Office Manager) (00046174)

HIRING CONTACT: Alan Cain, (830) 480-4038

PHYSICAL WORK ADDRESS: Big Game Program, Statewide, with preference for within 150 miles of Austin

GENERAL DESCRIPTION: 

Under the direction of the Big Game Program Director, this position performs moderately complex (journey-level) staff services work. Duties involve coordinating and performing several staff services functions such as human resources, accounting, budgeting, purchasing, training, payroll, records management, and/or property management. Coordinates various records processing activities and responds to inquiries requiring the interpretation of regulations, regulations, policies and procedures. Provides assistance to and coordinates activities among several roles such as division directors, supervisors/managers, and/or staff related to various staff services functions. May provide guidance to others. Works under general supervision, with limited latitude for the use of initiative and independent judgment.

NOTE: Current TPWD Staff Services Officer II, III, or IV’s may apply for this position at their current classification title and at the established Wildlife Division salary rate. 

ESSENTIAL JOB DUTIES:

10%

Human Resource, Training and/or Payroll Duties:

In consultation with the Human Resources Division, prepares, edits, and distributes  correspondence, reports, forms, and documents. May coordinate and schedule training for agency employees. May coordinate and assist with developing job postings and screening applicants; and may answer policy and procedure questions on promotions, demotions, merit increases, transfers, and separation of employees. May process employee payroll changes, handle employee leave requests, and serve as leave coordinator. Prepares, maintains, and coordinates human resources activities for the region or program. Initiates vacancy announcements, selection justifications, personnel action requests, employee separations, and other actions as needed.

60%

Purchasing, Accounting and/or Budgeting Duties:

May order merchandise, supplies, and equipment in accordance with state and agency requirements. May prepare and track all procurement requests in accordance with all state and agency requirements. May process purchase orders, coordinate and monitor expenditures, and maintain inventory. May assist with developing budgets. Serves as the Certified Purchasing Agent for the region or program. Coordinates all purchasing activities for regional or program personnel and audits documentation for accuracy and compliance with Texas Parks and Wildlife Department (TPWD) purchasing guidelines. Advises regional or program staff on proper interpretation and application of purchasing policies and regulations, as well as the use of the Procurement Card and Fuel Cards. Reviews, evaluates, and/or approves all purchase orders, requisitions for contract items, and contract purchase agreements. Researches and compiles cost and specification information, prepares requisition/purchase order, and provides all documentation for purchases over $10,000. Coordinates with the purchasing department for formal bid requests, contract purchases, contracts, and leases. Responsible for training regional and program field staff in purchasing procedures, completion of employee timesheet, and vehicle reports. Responsible for procurement card purchases and documenting them on the transaction log. Serves as regional or program contact for the agency’s current financial system. May maintain and reconcile expenditures and budgets to include regional, program, projects, districts, minor maintenance and repair, escrow accounts, stamp funds, program funds, mitigation accounts, and funds allocated by other Wildlife programs throughout the year. Develops projected budgets and allocates funds from the Regional or Program Base Budget for projects and districts for use within subcategories as appropriate (counties, Wildlife Management Areas (WMAs), programs of responsibility, etc.).  Assists with preparing annual budgets and maintains a current analysis of expenditures using established accounting procedures

20%

Travel, Records and/or Property Management Duties:

May coordinate and schedule travel for agency employees and serve as travel coordinator. May develop and maintain records, filing systems and perform record retention work including coordinating with staff on disposal of records according to the agency retention schedule. May analyze internal processes and assist with recommending and implementing procedural or policy changes to improve operations. May perform facilities management functions such as submitting work order requests and completing reports. May maintain equipment, materials, and supplies. Prepares and compiles monthly, quarterly, and special reports, as well as handles additional reporting projects as assigned by the Regional or Program Director. All reporting information comes through the regional or program office to be compiled and evaluated for accuracy and relevance prior to being sent to various sections at the Headquarters. Performs records management duties for employee files containing sensitive information, employee timesheets, travel vouchers, vehicle reports, transfers of property, annual property paperwork, historical information, and transaction logs for the region or program.

5%

Other Division Specific Job Duties:

Provides leadership and direction to the region or program by supporting regional and program staff with troubleshooting, delegating tasks, and coordinating work with flexibility and shifting priorities to meet deadlines. Provides assistance to the regional or program staff concerning reporting requirements via the agency’s current software programs. May function as the Team Leader to the administrative assistant staff and coordinate assignments to ensure goals and deadlines are met. May coordinate teamwork schedules, leave requests, and/or provide performance data to supervisors to aid in the completion of performance plans and evaluations. Participates in selection panels and assists in making recommendations to hire. Trains new employees and instructs experienced employees in new procedures which include conducting workshops and in-service training. Provides wide variety of administrative program assistance and information to external customers, including the general public, vendors, and other governmental entities. Serves as regional or program meeting coordinator for logistics support. Evaluates overall administrative operations to detect the need for changes and improvements, developing policy and procedure changes as needed to improve workflow efficiency, and enables other administrative staff to learn and advance in their positions.

5%

Marginal Job Duties:

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

Qualification

MINIMUM QUALIFICATIONS:

Education:

Graduation from High School or GED.

Experience:

• Five years of experience performing advanced administrative support work to include general office administration, budget, and/or purchasing.
• Experience in coordinating and performing office management, business administration, human resource administration, purchasing or budget preparation work.
• Experience providing assistance to several positions such as division directors, supervisors/managers, and/or staff related to various staff services functions.
• Experience preparing, editing, and distributing correspondence, reports, forms or documents.
• Experience providing guidance to others.

Licensure:

• Must possess or be able to obtain, within 30 days of employment, a valid class “C” Texas driver’s license.
• Must successfully complete the Texas Comptroller of Public Accounts Basic Texas Purchaser Course within six months of employment hire date.

NOTE: Retention of position contingent upon obtaining and maintaining required license and completion of required training.

ACCEPTABLE SUBSTITUTIONS:

Experience:

Thirty semester hours from an accredited college or university may substitute for one year of the required experience, with a maximum substitution of two years.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of agency programs, policies, and procedures; the methods, principles, and practices of the agency; fiscal or budgeting techniques and practices; and office management and human resource administration.
• Knowledge of the Texas Parks and Wildlife Department (TPWD) organizational structure, key individuals, and assigned roles and responsibilities.
• Knowledge of purchasing methods and procedures.
• Skill in coordinating activities, the use of a computer and applicable software, and critical thinking.
• Skill in using Microsoft Office Suite, Microsoft Teams, and Adobe products.
• Skill in using the Texas Comptroller of Public Accounts’ current Cooperative Purchasing Program, human resources, and financial systems; and using statistical software for the analysis of budgeting and financial accounting.
• Skill in developing, organizing, and maintaining accurate records, logs, and files by hardcopy filing systems and electronic format; and handling confidential issues and materials with discretion.
• Skill in providing, coordinating, and documenting direct services or information as requested by other divisions, the Executive Office, and the public.
• Ability to study and evaluate programs and propose recommendations, and to communicate effectively.
• Ability to interpret and apply agency policies and procedures.
• Ability to analyze and solve work problems.
• Ability to provide guidance to others.
• Ability to promote, establish, and maintain effective working relationships; plan, direct, and train employees; work, communicate, and interact with the general public; and maintain flexibility, work with frequent interruptions, and multiple and changing priorities.
• Ability to work independently and use sound judgment in decision making and recognize potential purchasing problems and make decisions and corrections in a timely manner.

WORKING CONDITIONS:

• Required to work 8 hours per day, 5 days per week.
• 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 travel 5% with possible overnight stays.
• Required to conform to dress and grooming standards, work rules and safety procedures. 
• Required to follow non-smoking policy in all state buildings and vehicles.

TPWD IS AN EQUAL OPPORTUNITY EMPLOYER

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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.

PLEASE NOTE:  

All applications must contain complete job histories, which includes job title, dates of employment (month/year) and hours worked per week, name of employer, supervisor’s name and phone number and a description of duties performed.  

Job history and volunteer experience should be listed in the work history section of the application to receive credit towards meeting the minimum requirements.  Part-time experience credit is prorated based on the duration and hours worked per week.  Please indicate hours worked for part-time/temporary/seasonal experience. If this information is not submitted, your application will be considered incomplete.

Applications with “See attached” or “See resume” will not be accepted in lieu of a completed application.  Omission of data can be the basis for disqualification; you may state ‘unknown’ for any incomplete fields. If education is used to meet the minimum requirements of the job posting, a copy of a college transcript(s) issued from the registrar must be provided if you are selected for an interview. 

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APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS:  Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. To complete the supplemental questions, go to CAPPS Recruit to register or login. CAPPS Recruit, https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en  

MILITARY OCCUPATIONAL SPECIALTY CODES:

Job Classification jobshiringnearme.org Service jobshiringnearme.org Military Specialty
Staff Services Officer I-V jobshiringnearme.org Army jobshiringnearme.org 92W
Staff Services Officer I-V jobshiringnearme.org Navy jobshiringnearme.org AG, 180X, 680X
Staff Services Officer I-V jobshiringnearme.org Coast Guard jobshiringnearme.org MST, MSSR, OAR15
Staff Services Officer I-V jobshiringnearme.org Marine Corps jobshiringnearme.org 6842, 6862, 6802, 8831
Staff Services Officer I-V jobshiringnearme.org Air Force jobshiringnearme.org 1W0X1, 9S100, 15WX

*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

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 active-duty 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.
 

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, telework, staggered work hours, Employee Assistance Program and a Return to Work Program. For new employees or rehires, health insurance is available the 1st of the following month after a 60-day waiting period. Click HERE to view our Benefits page.