OFFICE ADMINISTRATOR

(Internal Posting – Open to Current TDA Employees Only – 5 Day Posting)

Salary Information: $3,975.00 - $4,600– B19

State Classification: Staff Services Officer III - 1552

FLSA Status: Nonexempt

Posting Number: 23-56875-1

HOW TO APPLY

Apply online at via CAPPS. Applicants applying in WIT must complete the supplemental questions to be considered for the position. To complete the supplemental questions, go to CAPPS Recruit: https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en.

WHO ARE WE

The Texas Department of Agriculture’s key objectives are to promote production agriculture, consumer protection, economic development and healthy living.

WHAT YOU’LL DO

The Office Administrator will coordinate, participate in and serve as team leader for the administrative support functions for a Texas Department of Agriculture (TDA) regional office to contribute to the efficiency and effectiveness of the regional Regulatory and Pesticide inspection programs. You will work under general supervision with moderate latitude for the use of initiative and independent judgment.

PRIMARY RESPONSIBILITIES

Coordinate the workflow of administrative staff to ensure all activities and projects are completed.

Responsible for the implementation of all administrative duties: purchasing (Contracts, Awards Management and Procurement Systems [CAMPS]), complaint requests, records retention, inventory, vehicle tracking and other database systems.

Issue and reconcile receipt books, issuance of office keys and electronic key card files, procurement numbers and phytosanitary forms. Verify monies received are accurate and submitted in a timely manner.

Act as property custodian and coordinate annual inventory.

Assist the Regional Director with researching and gathering information from regional resources such as Bringing Resource Integration and Data Together for Greater Efficiency (BRIDGE), Performing Inspections, Enforcement and Recruitment (PIER), inspection reports, vehicle reports and purchase and travel vouchers) and compiling for analysis.

Assist the Regional Director with monitoring the regional budget by reviewing purchase requests and travel vouchers for accuracy. Responsible for implementing and tracking all expenses (consumables, procurement purchases and miscellaneous expenses).

Assist all field staff with issues regarding the agency's software programs and e-mail, as well as voicemail and cell phones; and forward complex issues to the Help Desk, as needed.

Assist field staff with questions regarding BRIDGE client accounts and financial matters related to these accounts.

Serve as HR liaison for new employee setup.

Ensure incoming and outgoing mail are distributed according to office procedures; chart and maintain postage meter balance and the paid reply mail account; and order and maintain an adequate inventory of supplies.

Assist TDA’s Risk Management Officer with mandatory recurring training of inspectors, including scheduling and compilation of completion data.

Follow all TDA policies and procedures.

Perform other duties as assigned.

MINIMUM QUALIFICATIONS

Bachelor’s Degree.

3 years’ work experience in office management, business administration or performing high-level administrative support duties.

Work experience preparing reports.

Work experience in a senior, coordinator, lead or supervisory role.

One year of work experience related to the primary responsibilities may substitute for one year of college.

PREFERRED

Experience working for a state agency.

Bilingual speaking ability in English and Spanish.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of office practices and administrative procedures; of agency programs, policies and procedures.

Skill in coordinating activities; the use of standard office equipment and software; in providing excellent customer service for both internal and external customers; and in typing and data entry.

Ability to evaluate programs and propose recommendations; to implement administrative procedures; to multi-task in a fast-paced environment; to communicate effectively; to provide guidance to others; to deal effectively with the public; to exercise sound judgment and discretion; and to maintain the highest level of confidentiality.

ENVIRONMENTAL/PHYSICAL CONDITIONS

Normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds. Involves repetitive hand/wrist/finger motions while using the computer. Must be able work extended periods at a computer and may require working extended hours and some evenings and weekends, as needed. May involve travel (up to 10%), occasionally overnight.

BENEFITS

The State of Texas offers a variety of benefits for you and your family that are comprehensive and, on average, make up about one-third of total compensation. Benefits include:

QUALIFIED EMPLOYER: In addition, the Texas Department of Agriculture is considered a qualified employer for the Department of Education’s Public Student Loan Forgiveness (PSLF) program.

A skills exercise may be conducted for interview purposes. Only candidates selected for a skills exercise/interview will be contacted.

Due to the high volume of applications, we do not accept telephone calls. If you submitted your application through the CAPPS Career Center, you may also check the status of your application by accessing your profile and selecting My Jobpage and selecting My Submissions.

• A valid government-issued driver’s license, which is recognized by the Texas Department of Public Safety and in good standing, and an acceptable driving record are required. TDA will verify this information with the Texas Department of Public Safety. Applicants with a driver’s license not issued by the State of Texas should obtain and be prepared to provide a copy of their current driving record on or before their first day

Equal Employment Opportunity (EEO): The Texas Department of Agriculture (TDA) is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetic information, veteran’s status, or protected activity (retaliation). TDA provides accommodations for persons with disabilities in accordance with the American with Disabilities Act. If you need help with the employment process or require other accommodations, please contact the Human Resources office for assistance at (512) 463-7454.

TDA participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee's Form I-9 to confirm work authorization.

Veterans and Former Foster Child Employment Preference: TDA complies with the provisions of the veterans and former foster child employment preference acts. Please contact our Human Resources-Veterans Liaison at (512) 463-7454 for assistance.

Go to https://texasskillstowork.com/, https://www.onetonline.org/, or http://www.careeronestop.org/ for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements, and skill sets.

Additional Military Occupational Specialty (MOS) Code or Crosswalk information is available from the Texas State Auditor’s Office at Program Management MOS Codes.