Administrative Assistant II or III: Alternative Project Delivery (Austin District)

Texas Department of Transportation; Austin (TX); On-site; USD 35,000 - 50,000; Full time

Job summary

The Texas Department of Transportation is hiring an Administrative Assistant II or III to perform essential office support tasks. This role requires handling correspondence, managing schedules, and facilitating communication among department staff and external partners. Applicants should possess a high school diploma and relevant administrative experience, along with a valid driver's license for vehicle operation.

Qualifications

• 1 year of experience for Administrative Assistant II.
• 3 years of experience for Administrative Assistant III, with educational substitutions.
• Valid driver’s license required.

Responsibilities

• Attends meetings, prepares official reports, and takes notes.
• Coordinates schedules and travel arrangements.
• Processes receipts and invoices for payment.

Skills

Effective working relationships

Administrative support practices

Writing and editing skills

Coordinating activities/resources

Education

High School Grad or Equivalent

Job description

This position performs administrative office support-related work for department staff, the general public, and one or more projects and specialized programs. Work requires contact with middle and high-level managers and private entities. Employees at this level establish their own work plan and priorities to meet set objectives. Issues are rarely referred to the supervisor but are handled at the occurrence.

The Essential Dutiesfor an Administrative Assistant II OR III include:

• Attends meetings and prepares official reports/minutes.
• Attends meetings with supervisor; takes notes, summarizes, and follows up on any actions that need to take place.
• Coordinates with other state agencies, private entities, and within the Department to meet program guidelines and deadlines.
• Coordinates, organizes, and composes meeting agendas.
• Reviews correspondence and reports drafted by others.
• Reviews information going to the supervisor and highlights important matters; researches and provides additional information as needed.
• Answers the telephone, evaluates requests, answers questions, routes messages, and serves as receptionist or front desk assistant.
• Conducts annual physical inventory; verifies inventory findings, reconciles and enters adjustments in computer system as needed.
• Edits correspondence, reports, forms, and documents for proper format, spelling, grammar, punctuation, typographical errors, syntax, style, sentence structure, content, and clarity.
• Maintains records and inventories of materials, supplies and equipment.
• Prepares and distributes correspondence.
• Receives new, retires old and records transferred equipment; witnesses and documents the disposal of retired equipment; ships obsolete equipment to a central storage area.
• Receives, sorts, opens, evaluates content, and distributes mail.
• Maintains calendars for department personnel to include scheduling meetings, coordinating and making appointments, and travel arrangements.
• Processes receipts and invoices for payment.
• Coordinates travel services to include making travel arrangements, securing transportation and lodging services, and submitting reimbursement on the traveler’s behalf.
• Performs other job responsibilities as assigned. This position requires driving a state vehicle.

Additional responsibilities for an Administrative Assistant III include:

• Reviews, analyzes and evaluates program content to monitor and develop administrative policies and procedures and to identify problems and recommend solutions.
• Creates requisitions, blanket purchase orders, and enters receipts in PeopleSoft in support of the division or district

Minimum Qualifications:

Education: High School Grad or Equivalent in general high school studies.

*Experience:

Administrative Assistant II: 1 YEAR administrative or clerical support, customer service, business operations, communications, informational, or related experience.

Administrative Assistant III: 3 YEARS administrative or clerical support, customer service, business operations, communications, informational, or related experience. (Experience can be satisfied by full time or prorated part time equivalent). College education and relevant technical training may be substituted for experience on a year per year basis. Substitutions for Minimum Qualifications

Licenses and Certifications: Valid driver’s license. This position requires driving a state vehicle.

Competencies:

• Applicable computer systems and applications
• Maintaining effective working relationships with others
• Coordinating and scheduling activities/resources
• 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
• Recording notes at meetings
• Using computers, applicable programs, applications, and systems
• Maintaining a safe and effective working relationship with others
• Follow verbal and written instructions
• 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
• Sitting - prolonged periods of time

Conditions of Employment:
Please click this link to read the standard conditions of employment for all positions: Standard Conditions of Employment (TxDOT)