Administrative Specialist

Job Title

Administrative Specialist

Agency

Texas A&M Forest Service

Department

Frp Associate Director's Office

Proposed Minimum Salary

$4,250.00 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Specialist coordinates administrative support/fiscal support functions within the Forest Resource Protection Division office, including serving as team leader of part-time support staff. They coordinate/review processing of FAMIS activity, general and specialized purchasing, time, leave, property and travel. They will reconcile/verify accounts, serve as an information resource on System and agency policies, procedures and regulations. They will assist with special projects involving internal and external groups, assist in resolution of complex, sensitive and confidential matters.

Responsibilities:

-Coordinate administrative support/fiscal functions within the Forest Resource Protection Division Office, including serving as team leader of part-time support staff.

-Coordinate and review processing of FAMIS transactions, payment vouchers, payroll, leave, mileage reports, travel vouchers, purchase orders and reimbursement documents for accuracy, completeness, eligibility and conformance with State statues, System policies and TAMFS procedures. Coordinate fleet and property management for division office facilities. Oversee office additions, furniture purchases and installations.

-Serve as an information resource on business support methods and processes within the division office. Locate, interpret, apply and explain System and agency policies, procedures and regulations. Provide guidance and oversight to support staff. Assist in the resolution of complex, highly sensitive and confidential administrative matters.

-Assists with special projects and assignments. Analyze requirements for projects or initiatives, coordinate and monitor action items and assist in providing solutions to recurring or unusual administrative problems. May serve as a representative to the Division at meetings and on committees.

-Serve as a professional representative of the agency. Plan and coordinate logistical and administrative support for events, meetings, specialized activities, projects, long term initiatives or new programs. Support specialized stakeholder groups and initiatives by the division, such as the Rural Fire Advisory Council.

-Produce specialized reports and presentations. Promote communication between functional areas and outside units. Ensure division information on agency and related websites is accurate and well maintained.

-Coordinate general and specialized purchasing activity, billing and requisitions for division office, including large equipment purchases, vehicles and other specialized items. Reconciles/verifies accounts.

-Manage and account for TAMFS credit cards in accordance with applicable laws, policies, rules, procedures and guidelines.

-May participate in regional and statewide emergency response operations, as needed.

-Other duties as assigned.

*This is a security-sensitive position.  The individual in this position is required to handle Protected Health Information (PHI) as defined by HIPAA regulations.  The individual is required to handle PHI in accordance with A&M System's policy and is further required to complete HIPAA training as a condition of employment, within a reasonable time-frame after the individual's employment and on an as-needed basis thereafter.

Benefits: Texas A&M University System strives to support the health and wellness needs of our diverse workforce. Texas A&M Forest Service offers a competitive benefits package including medical, dental, vision, life and long-term disability insurance, retirement benefits, paid time off and health and lifestyle programs as well as educational incentives and tuition reimbursement opportunities.

Education and Experience:

Required Education: Bachelor's degree

Preferred Education: Bachelor's degree in Business, Administration or related field of study.

Required Experience: Business office, administration or related experience.

Preferred Experience: Office experience within the Texas A&M System and/or Texas A&M Forest Service

Knowledge, Skills and Abilities:

Required Knowledge: Working knowledge of personal computers and Microsoft Office applications (Word, Excel, PowerPoint).

Preferred Knowledge: Experience with budget accounting. Workday, FAMIS/Canopy

Required Skills: Sound judgement. Attention to detail.

Preferred Skills: Supervisory experience.

Required Abilities: Multi-task and work cooperatively with others.

Preferred Abilities: Able to work independently. Able to work in a fast-paced office environment.

Registrations, Certifications, and Licenses:

Required: Valid Texas Driver's license or ability to acquire one within 30 days of hire.

A resume, cover letter and transcript are REQUIRED to be uploaded to application.  References are required to be entered in the secondary questionnaire section of the application. Certifications are preferred to be uploaded to the application.  Documents/certifications can be uploaded in the "My Experience" page in the "Resume/CV section.  More than one document can be uploaded; just click the "Upload" button for each document.  Documents can only be loaded at this time and cannot be uploaded once the application is submitted.  If there are any issues uploading documents, please contact 979-458-6690  Please check your spam folder in case more information is sent in regards to this position.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.