Administrative Assistant I/II/IIII/IV

Taleo; Odessa (TX); On-site; USD 35,000 - 76,000; Full time

Benefits offered by this job

Retirement Plans

Alternative and/or Flexible Work Sched

Paid Leave and Holidays

Health Premiums paid at 100% for Full‑

On-the-Job Training

Tuition Assistance Program

Holistic Wellness Program with Leave "

Career Development and Advancement Op.

Family-Friendly Policies and Programs

Job summary

Texas Department of Transportation is seeking an Administrative Assistant I–IV in Odessa, TX to support the District Operations Office. The role emphasizes meeting coordination, documentation management, travel support, and day-to-day operations within a fast-paced environment.

Minimum qualifications include a high school diploma and progressive clerical experience. The position offers a full benefits package and a standard 40-hour work week, onsite with travel flexibility as needed.

Qualifications

• High School diploma or equivalent is required.
• Administrative or clerical experience across multiple levels may be needed.
• Strong communication and organizational skills are essential.

Responsibilities

• Answers the telephone, evaluates requests, routes messages, and/or serves as receptionist or front desk assistant.
• Edits correspondence, reports, forms, and documents for proper format, spelling, grammar, punctuation, typographical errors, syntax, style, sentence structure, content, and clarity.
• Maintains and updates office files/records/logs and suspense systems and a wide variety of automated systems in support of personnel, finance, budgeting, inventory, contracts, purchasing, and travel information.
• Prepares and distributes correspondence.
• Enters and retrieves data on a computer.
• Researches and compiles information for reports or inquiries.
• Runs queries and reports in a variety of applications/systems.
• Processes receipts and invoices for payment.
• Performs other job responsibilities as assigned.

Skills

Communication

Detail-oriented

Organizational skills

Proactive communicator

Education

High School diploma or equivalent

Job description

Job Description - Administrative Assistant I/II/IIII/IV (2602532)

Job Description

Position Information

The Odessa District Operations Office, in the Odessa District is seeking an Administrative Assistant I, II, III, or IV who is highly organized and detail-oriented to join our mission-driven team. This position plays a vital role in supporting the District Operations Office staff and ensuring the smooth operation of our fast-paced Office. Key responsibilities include coordinating meetings, managing critical documentation, assisting with travel arrangements, and facilitating day-to-day operations. The ideal candidate is a proactive communicator who thrives in a collaborative environment and is committed to excellence in administrative support.

Minimum Salary

: 35,439.00

Maximum Salary

: 76,028.00

Pay Basis

: Yearly FLSA Status : Nonexempt

Work Locations

: Odessa District Headquarters 3901 EAST US HIGHWAY 80 Odessa 79761

Travel

: Yes, 5 % of the Time Shift : Day Job Shift Details : 40 hrs - Monday - Friday 8am - 5 pm Location Flexibility : Onsite

Benefits and Perks

At TxDOT, we value work-life balance and are committed to providing our employees with a comprehensive range of benefits and programs, including:

• Retirement Plans
• Alternative and/or Flexible Work Schedules
• Paid Leave and Holidays
• Health Premiums paid at 100% for Full-Time Employees
• On-the-Job Training
• Tuition Assistance Program
• Holistic Wellness Program with Leave Incentives
• Career Development and Advancement Opportunities
• Family-Friendly Policies and Programs

In 2024, TxDOT was recognized as a Best Place for Working Parents, and many of our offices statewide are also designated as Texas Mother-Friendly Worksites. These recognitions reflect our dedication to supporting families and promoting a healthy work-life balance.

For a complete list of our total compensation package please visit our website at: Total Compensation Package

To view benefits available to all State of Texas employees visit: Benefits at a Glance | ERS (texas.gov)

Performs administrative office support-related work for department staff and/or the general public. Work requires contact with middle and high-level managers. Employees at this level perform work independently on assignments; however, all unusual issues are referred to the supervisor.

Essential Duties: Administrative Assistant I

• Answers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant.
• Edits correspondence, reports, forms, and documents for proper format, spelling, grammar, punctuation, typographical errors, syntax, style, sentence structure, content, and clarity.
• Maintains and updates office files/records/logs and suspense systems and a wide variety of automated systems in support of personnel, finance, budgeting, inventory, contracts, purchasing, and travel information.
• Prepares and distributes correspondence.
• Enters and retrieves data on a computer.
• Researches and compiles information for reports or inquiries.
• Runs queries and reports in a variety of applications/systems.
• Processes receipts and invoices for payment.
• Performs other job responsibilities as assigned.

Administrative Assistant II (in addition to above)

• Assists in reviewing, analyzing and evaluating program content in order to monitor and develop administrative policies and procedures and to identify problems and recommend solutions.
• Composes and prepares correspondence and applicable recurring or specialized one-time reports and/or confidential and sensitive communications.
• Coordinates and tracks the progress of projects and/or specialized programs and informs supervisor or other Department officials of status.
• Coordinates with other state agencies, private entities, and within the Department to meet program guidelines and deadlines.
• Reviews correspondence and reports drafted by others.
• Reviews information going to the supervisor and highlights important matters; researches and provides additional information as needed.
• Performs other job responsibilities as assigned.

Administrative Assistant III (in addition to above)

• Coordinates and/or composes correspondence and reports regarding technical program initiatives.
• Coordinates and/or prepares periodic special reports.
• Reviews information going to the supervisor and highlights important matters; researches and provides additional information as needed; briefs supervisor on background information needed for meetings.
• Reviews, analyzes and evaluates program content in order to monitor and develop administrative policies and procedures and to identify problems and recommend solutions.
• Trains other clerical or technical staff.
• Does other job responsibilities as assigned

Administrative Assistant IV (in addition to above)

• May serve as a lead worker by serving as a resource for complex questions; presenting workflow and operational updates to the supervisor/manager; providing input on team members’ career conversations; and approving leave requests to ensure operations coverage.
• Performs other job responsibilities as assigned.

Minimum Qualifications:

Education:

High School Grad or Equivalent in general education.

Experience:

Administrative Assistant I: No experience required. (Experience can be satisfied by full time or prorated part time equivalent).

Administrative Assistant II: 1 YEAR administrative or clerical support, customer service, business operations, communications, informational, or related experience (Experience can be satisfied by fulltime or prorated parttime equivalent).

Administrative Assistant III: 3 YEAR administrative or clerical support, customer service, business operations, communications, informational, or related experience (Experience can be satisfied by fulltime or prorated parttime equivalent).

Administrative Assistant IV: 4 YEAR administrative or clerical support, customer service, business operations, communications, informational, or related experience (Experience can be satisfied by fulltime or prorated parttime equivalent).

Licenses and Certifications:

Valid driver’s license. This position requires driving a state vehicle.

Applicable computer systems and applications

Maintaining effective working relationships with others

Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management

Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency

Preparing and maintaining confidential and sensitive records, files, and reports

Communicating technical information effectively

Using computers, applicable programs, applications, and systems

Follow verbal and written instructions

Researching, evaluating and interpreting complex information

Public relations for maintaining effective working relationships with individuals and groups, both internal and external

Maintaining effective working relationships with others

Analyzing, organizing, and communicating business and technical data

Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency.

Preparing and maintaining confidential and sensitive records, files, and reports

Maintaining a safe and effective working relationship with others

Protects sensitive and confidential information

Researching, evaluating and interpreting complex information

Public relations for maintaining effective working relationships with individuals and groups, both internal and external

Leading, assigning, reviewing, and monitoring the work of others

Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency

Preparing and maintaining confidential and sensitive records, files, and reports

Communicating technical information effectively

Using computers, applicable programs, applications, and systems

Maintaining a safe and effective working relationship with others

Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision

Researching, evaluating and interpreting complex information

Public relations for maintaining effective working relationships with individuals and groups, both internal and external

Leading, assigning, reviewing, and monitoring the work of others

Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency

Preparing and maintaining confidential and sensitive records, files, and reports

Preparing technical/statistical reports

Communicating technical information effectively

Using computers, applicable programs, applications, and systems

Maintains composure when handling problems, stressful situations, continuous change, or unexpected developments

Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision

Protects sensitive and confidential information

Protects sensitive and confidential information

Leading, assigning, reviewing, and monitoring the work of others

Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency

Preparing and maintaining confidential and sensitive records, files, and reports

Preparing technical/statistical reports

Communicating technical information effectively

Using computers, applicable programs, applications, and systems

Maintains composure when handling problems, stressful situations, continuous change, or unexpected developments

Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision

Protects sensitive and confidential information

Physical Requirements and Working Conditions:

• Sedentary work: Lift up to 10 lbs. at a time and occasionally carry files/small tools
• Light work: Lift up to 20 lbs. at a time and frequently lift or carry objects up to 10 lbs.
• Sitting - prolonged periods of time
• Standing-prolonged periods of time
• Repetitive Motion-substantial movements of the wrists, hands, and/or fingers

State Job Title/s : Administrative Assistant III State Job Code/s : 0154

Military Occupational Specialty (MOS)

TxDOT is committed to hiring veterans. To assist in determining whether your military experience may pertain to the minimum requirements for this position, Military Occupational Specialty (MOS) codes from each branch of the U.S. Armed Forces have been assigned to each state classification code/title where applicable. The MOS codes are grouped by occupational category.

Click on the appropriate occupational category to view the MOS codes .

The Texas Department of Transportation is an Equal Opportunity Employer.

If requested, reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Action of 1990.