Administrative Assistant I or II - Eastland Area Office

Are you a detail-driven professional with a knack for keeping things running like clockwork? We are seeking an organized and resourceful individual to provide vital administrative support to our Eastland Area Office and serve as a reliable point of contact for both staff and the public.

In this role, you will independently manage a variety of tasks, including verifying data with precision, preparing polished expense reports, and following written instructions with laser focus. You will also collaborate with middle and high-level managers, ensuring that no detail goes unnoticed and every process flows smoothly. 

Step into a role where your precision, initiative, and organizational talents truly matter. Apply now and become an essential part of a team that appreciates your dedication and values the impact you make every day.

As part of the interview process, candidates will participate in a job simulation designed to assess grammar proficiency, ability to follow instructions, and accuracy in verifying data.

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 of a Administrative Assistant I: 

• Answers the telephone, evaluates requests, answers questions, routes messages, and/or 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 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.
• Maintains records and inventories of materials, supplies and equipment
• Prepares and distributes correspondence.
• Receives, sorts, opens, evaluates content, and distributes mail.
• Reviews, prepares and/or negotiates applicable program purchases for services, office materials, supplies, tools and/or equipment and monitors contracts.
• Runs queries and reports in a variety of applications/systems
• Maintains calendars for department personnel to include scheduling meetings, coordinating and making appointments, and travel arrangements.
• Processes receipts and invoices for payment.
• Creates requisitions, blanket purchase orders, and enters receipts in PeopleSoft in support of the division or district.
• Performs other job responsibilities as assigned

Additional Duties of an Administrative Assistant II:

• Assists in information resource planning and preparation of justification statements.
• 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.
• 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.
• Composes and prepares correspondence and applicable recurring or special 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, organizes, and composes meeting agendas.
• Researches legal, technical, and/or policy issues and assists in organizing, coordinating and preparing written or statistical reports.
• Reviews correspondence and reports drafted by others.
• Reviews information going to the supervisor and highlights important matters; researches and provides additional information as needed.
• Uses database, spreadsheet or graphics software applications to prepare complex statistical reports and/or presentations and verifies for accuracy and completeness.

Minimum Qualifications:

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

Experience:  Administrative Assistant I: No Experience Required / 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)

Licenses And Certifications:

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

Competencies of an Administrative Assistant I: 

• Automated record-keeping methods 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 documentsfor clarity and consistency
• Preparing and maintaining confidential and sensitive records, files, and reports
• Follow verbal and written instructions
• Protects sensitive and confidential information

Additional Competencies of an Administrative Assistant II: 

• Applicable governmental laws, rules and regulations specific to area of responsibility for safeguarding information and information technology related systems
•  Automated record-keeping methods
• Applicable computer systems and applications
• 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
• Coordinating and scheduling activities/resources
• Analyzing and organizing business and technical data
• Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management
• Composing correspondence and technical documents
• Preparing and maintaining confidential and sensitive records, files, and reports
• Recording notes at meetings
• Communicating technical information effectively
•  Using computers, applicable programs, applications, and systems
• Maintains composure when handling problems, stressful situations, continuous change, or unexpected developments

Physical Requirements And Working Conditions:

• Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools
• prolonged periods of time
• Repetitive Motion-substantial movements of the wrists, hands, and/or fingers
• Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading

Conditions Of Employment:

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

• Must be able to report for duty within 30 minutes of notification on a 24-hour basis to respond to emergency situations.

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.

To view the MOS codes please click on link below and click on the appropriate occupational category.

https://hr.sao.texas.gov/CompensationSystem/JobDescriptions

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.

Please click this link to read the information for applicants: Additional Applicant Information