Front Desk & Administrative Support Specialist (Admin Assistant II, III or IV)

Texas Department of Transportation; San Antonio (TX); Sur place; USD 39 000 - 76 000; Plein temps

Avantages offerts par ce poste

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

Family-Friendly Policies and Programs

Résumé du poste

Texas Department of Transportation is seeking an Administrative Assistant II–IV to join the San Antonio District Business Operations team. This role acts as the first point of contact, delivering professional customer service, handling calls, and supporting front office operations in a fast-paced environment.

The position offers opportunities in timekeeping coordination, special projects, and other administrative functions. Bilingual English/Spanish is highly desirable.

Qualifications

• High School Grad or Equivalent required.
• 1 year of administrative/clerical or related experience for Administrative Assistant II.
• 3 years for Administrative Assistant III; 4 years for Administrative Assistant IV.

Responsabilités

• Answers the telephone, evaluates requests, answers questions, routes messages, and serves as receptionist or front desk assistant.
• Maintains and updates office files/records/logs and various systems supporting personnel, finance, budgeting, inventory, contracts, purchasing, and travel information.
• Coordinates mail receipt, sorting, distribution, and handling of confidential documents.
• Maintains calendars, schedules meetings, and arranges travel.
• Creates requisitions and enters receipts in PeopleSoft.
• Coordinates travel services according to state policies and assists with expense reporting.

Connaissances

Customer Service

Front Desk

Bilingual English/Spanish

Timekeeping coordination

Office Administration

Communication

Formation

High School Diploma or GED

Outils

PeopleSoft

Description du poste

Job Description - Front Desk & Administrative Support Specialist (Admin Assistant II, III or IV) (2602730)

Job Description

Front Desk & Administrative Support Specialist (Admin Assistant II, III or IV) - ( 2602730 )

Position Information We’re hiring an Administrative Assistant II–IV to join our San Antonio District Business Operations team! This position serves as the first point of contact at District Headquarters, providing professional customer service, managing incoming calls, and supporting daily front office operations. The role also offers opportunities to assist with timekeeping coordination, special projects, and other administrative functions. We’re looking for a dependable, organized, and customer-focused individual who thrives in a fast-paced, team-oriented environment. Bilingual proficiency in English and Spanish is highly desirable!

Annual Salary Ranges:

Administrative Assistant II (A15) - $38,976 - $58,045

Administrative Assistant III (A17) - $42,976 - $64,469

Administrative Assistant IV (A19) - $48,244 - $76,028

This position is for an Administrative Assistant II, III, or IV. The Texas Department of Transportation reserves the sole right in determining the level of position based on the applicant's work experience, education, skill level, and all other appropriate factors and based on business needs.

Minimum Salary

38,976.00

Maximum Salary

76,028.00

Pay Basis

Yearly FLSA Status : Nonexempt

Work Locations

San Antonio District Hdqtrs 4615 NW LOOP 410 San Antonio 782290928

Travel

Yes, 5 % of the Time Shift : Day Job Shift Details : 40 Location Flexibility : Onsite Location Flexibility Details : 40 hr M-F 8-5

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, 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.

• Answers the telephone, evaluates requests, answers questions, routes messages, and serves as receptionist or front desk assistant.
• 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.
• Coordinates the receipt, sorting, distribution, delivery, pickup of mail and correspondence, to include time-sensitive and confidential documents
• Researches and compiles information for reports or inquiries.
• Maintains calendars for department personnel to include scheduling meetings, coordinating and making appointments, and travel arrangements.
• Creates requisitions, blanket purchase orders, and enters receipts in PeopleSoft in support of the district.
• Processes receipts and invoices for payment.
• Coordinates travel services in accordance with state of Texas and Department laws and rules, to include making travel arrangements, securing transportation and lodging services, assisting employees in submitting expense reports for travel reimbursement; and responding to travel-related policy and procedure questions.
• Performs other job responsibilities as assigned.

In Addition to the duties listed above;

• Coordinates and composes correspondence and reports regarding technical program initiatives.
• Coordinates and 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.
• Trains other clerical or technical staff.

In Addition to the duties listed above;

• Publishes, maintains and coordinates the district's Intranet main page and subsites content, to include but not limited to procedures, announcements, and electronic forms; coordinates changes to the division's/district's content on the department's public-facing Internet site.
• Serve 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

Minimum Qualifications:

Education:

All levels:

High School Grad or Equivalent in general education.

Experience:

Administrative Assistant II- 1 year of experience in administrative or clerical support, customer service, business operations, communications, informational, or related experience.

Administrative Assistant III- 3 year of experience in administrative or clerical support, customer service, business operations, communications, informational, or related experience.

Administrative Assistant IV- 4 year of experience in 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/or 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.

Preferred Qualifications:

• Bilingual proficiency in English and Spanish, including the ability to communicate effectively with the public.
• Experience managing multiple priorities, maintaining organized records, and meeting established deadlines.
• Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management
• Communicating technical information effectively
• Using computers, applicable programs, applications, and systems
• Follow verbal and written instructions
• Maintains composure when handling problems, stressful situations, continuous change, or unexpected developments.
• Protects sensitive and confidential information
• Public relations for maintaining effective working relationships with individuals and groups, both internal and external
• Researching, evaluating and interpreting complex information
• Analyzing, organizing, and communicating business and technical data
• Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision

Physical Requirements and Working Conditions:

• Lift up to 10 lbs at a time and occasionally carry files/small tools
• 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 IV/V/VI State Job Code/s : 0156/0158/0159

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.

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.