Administrative Assistant I/II

Trinity River Authority of Texas; Arlington (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Trinity River Authority of Texas is seeking an Office Coordinator II/III to support managers with daily administrative tasks, including document management, scheduling, and correspondence. The role requires strong word processing, attention to confidentiality, and the ability to handle invoices and meeting minutes.

The ideal candidate will have 1–2 years of secretarial experience, a High school diploma or GED, and proficiency in Microsoft Office, Maximo, Lawson, and MS Teams.

Qualifications

• High school diploma or GED required.
• 1–2 years of varied secretarial experience preferred.
• Proficiency in Word, Excel and basic proofreading.

Responsibilities

• Process and proofread reports and correspondence for managers.
• Maintain files and manage document records and scanning.
• Answer calls, manage messages, and maintain manager schedules.
• Schedule meetings, reserve rooms, and record minutes as needed.
• Draft correspondence and support budget-related data as required.
• Assist with invoices, requisitions, and petty cash tasks.

Skills

60 wpm typing

Word processing

Excel

Maximo

Lawson

MS Teams

Education

High school diploma or GED

Tools

Microsoft Office

Maximo

Lawson

MS Teams

Job description

ADVANCEMENT OPPORTUNITIES
Office Coordinator III
Office Coordinator II
Office Coordinator I
Executive Coordinator to the GM
Executive Assistant
Administrative Assistant III
Administrative Assistant II

POSITION SUMMARY

Performs basic administrative duties under general supervision. Position requires ability to take guidance on daily tasks. This work involves administrative support of one or more managers to assist in the efficient operation of an office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. 1. Responsible for basic word processing, proofreading and distribution of reports and correspondence for the managers while maintaining confidentiality.
2. 2. Responsible for scanning and maintaining the manager's files as well as general office files in the Authority's document management system.
3. 3. Responsible for manager's telephone calls and messages, works with manager in maintaining timely schedule and provides reminder of commitments.
4. 4. Schedules meetings, reserves rooms and may attend and record minutes of meetings as required.
5. 5. Drafts correspondence and reports with any necessary back-up material for supervisor's review/approval.
6. 6. May be responsible for coding and matching invoices and purchase requisitions and maintaining a petty cash drawer.
7. 7. May assist manager in researching budget expenditures, reports and other numeric data.
8. 8. May be assigned other administrative support duties for department as needed.

SUPERVISORY RESPONSIBILITIES

This position does not regularly provide work leadership or full personnel management to any employees.

FINANCIAL RESPONSIBILITY

May assist manager in preparation of expense statements for approval. May assist in ordering office/meeting supplies and code/match invoices for weekly check processing.

QUALIFICATIONS

EDUCATION

High school diploma or GED.

EXPERIENCE

One to two years of experience in varied secretarial duties preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Texas driver's license.

KNOWLEDGE

Basic knowledge of Microsoft Office Applications such as Word, Excel, etc., and basic mathematics. Basic knowledge of Maximo, Lawson, and MS Teams.

SKILLS AND ABILITIES

Must type 60 wpm. Ability to process and proofread reports and correspondence. Organize meetings and produce meeting minutes. Scan and organize records for records management. Draft correspondence and maintain accurate records under general supervision. Ability to communicate effectively with internal and external personnel over the phone.

GUIDANCE RECEIVED

Receives general daily supervision and uses guidelines/range of procedures. Follows direct instructions and guidelines. Problems that cannot be addressed through an existing guideline, policy, or procedure are referred to the supervisor or a more senior position.

WORKING CONDITIONS

Duties are almost always carried out in an office environment.

TOOLS AND EQUIPMENT

Office machines including computers, printers, scanners, calculator, copier.

Qualifications

Education

Required

High School or better.

Licenses & Certifications

Required

Valid TX Driver Lic

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.