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Job Title

District Office Manager, South District 12 (Weslaco)

Agency

Texas A&M Agrilife Extension Service

Department

County Program D12

Proposed Minimum Salary

Commensurate

Job Location

Weslaco, Texas

Job Type

Staff

Job Description

Job Description Summary

Works under direction and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance. Supervises assigned staff.

Responsibilities

Office Management:

+ Responsible for all administrative, business, human resources, payroll, and financial operations for unit.

+ Provides high-level, complex administrative support to unit head, including drafting and managing award nominations, correspondence, and communications, arranging travel, compiling reports, maintaining records and other documentation, managing projects, and coordinating special events.

+ Coordinates administrative support functions for unit. Supervises assigned staff, approves leave, plans work, evaluates performance, and determines work priorities. Develops and approves schedules, priorities, and standards for achieving goals.

+ Formulates, interprets, and/or implements unit management policies or operating practices. Develops unit administrative and technical procedures. Recommends guidelines, policies, rules, and regulations. Monitors compliance with TAMUS, agency and unit policies and procedures. Communicates with employees regarding personnel policies and procedures and identifies training needs.

+ Plans and conducts meetings, workshops, special events, and/or training programs for assigned staff, student workers, faculty, and county support staff.

+ Coordinates travel arrangements and prepares itineraries.

+ Serves as unit liaison with administration, finance, payroll, and human resources units at the state office. Interprets System policies and regulations and Agency rules.

+ Develops complex administrative, budgetary, payroll, financial, and statistical analyses, and summary reports. Makes recommendations for process improvements, administrative changes, or new initiatives.

+ Identifies business-related needs and problems and proposes solutions.

Unit Contact Duties:

+ Serves as unit contact for all human resource and payroll business processes for unit.

+ Serves as purchasing officer for unit.

+ Serves as assistant accountable property officer for district and county inventories. Oversight of fleet vehicles and reporting.

+ Serves as unit records retention officer.

+ Manages maintenance of business files and maintains office references and resources materials.

Financial:

+ Assists in the development and management of unit budget. Proofs budget through budget cycles to ensure accuracy of new fiscal year payroll.

+ Coordinates with County Coordinator and county elected officials regarding county budgets.

+ Negotiates the purchase of office supplies and furniture, office equipment, etc., for the unit in accordance with purchasing policies and budgetary restrictions. Supervises the maintenance and alteration of office areas and equipment.

+ Oversees purchasing for unit and may approve purchasing documents as delegate for unit head.

Human Resources and Payroll:

+ Manages personnel activities for multiple supervisory organizations in people management system. May approve business processes as delegate for unit head.

+ Serves multiple roles in HR system to include timekeeper, HR contact, leave administrator and other roles as assigned.

+ Hires district office support staff and student workers with approval of unit head.

+ Enters appropriate payroll actions as needed.

+ Assists with onboarding staff and faculty.

Liaison with State and County Elected Officials and Committee Work:

+ May serve as agency liaison with county commissioners courts and state elected officials.

+ May serve on local, external, and state committees.

Other Duties:

+ Performs other duties as assigned.

Qualifications

Required Education and Experience:

+ Bachelor's degree or equivalent combination of education and experience.

+ Six years of related experience.

Required Knowledge, Skills and Abilities:

+ Ability to resolve conflicts and help assigned staff work toward common goals.

+ Ability to compose complex documents and to evaluate accuracy of business reports and budgets.

+ Ability to learn and implement the use of new programs and software, and train others to use the new systems.

+ Ability to solve problems and be a good listener and provide quality input and responses.

+ Ability to meet deadlines and plan and achieve goals.

+ Knowledge of word processing, spreadsheet, database, and presentation applications.

+ Knowledge of records management, human resources, payroll, bookkeeping/accounting, purchasing and budgeting functions.

+ Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.

+ Ability to exhibit honesty and fairness in daily operations and adherence to policies, rules, and procedures.

+ Ability to multitask and work cooperatively with others.

+ Excellent interpersonal, planning, and organizational skills.

+ Excellent verbal and written communication skills, including the ability to compose and draft documents or spreadsheets.

Preferred Qualifications:

+ Supervisory experience.

+ SHRM-CP, PHR, CAP, or CM certified.

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/Veterans/Disability Employer.