Administrative Assistant III or IV - Waco

TXDOT's Waco District is looking for a District Maintenance Administrative Assistant III or IV performing office management duties for the District's Maintenance and Operations office located in Waco, Texas.  In this role, you will provide essential administrative and office management support for department staff and have daily interactions with the general public. Work requires basic office management practices, inventory control, and staffing during emergency operations such as winter storm events. If you're looking for a rewarding career that offers work-life balance, excellent benefits, and opportunities for professional growth while working alongside a dedicated team. We encourage you to apply today!   

Position Title/Salary Grade/Range

Administrative Assistant III   A17: $42,976.00 - $64,469.00

Administrative Assistant IV   A19: $48,244.00 - $76,028.00

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: $42,976.00 Maximum Salary: $76,028.00 Pay Basis: Yearly

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/or specialized programs. Work requires contact with high-level managers, executives, governmental officials and private entities. May serve as a lead worker. 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.

Essential Duties:

Administrative Assistant Iii:

• Receives requests for information, conducts background research, compiles pertinent data, and disseminates information.
• Answers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant.
• Attends meetings with supervisor; takes notes, summarizes, and follows up on any actions that need to take place.
• 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.
• Reviews, prepares and negotiates applicable program purchases for services, office materials, supplies, tools and/or equipment and monitors contracts.
• Uses database, spreadsheet or graphics software applications to prepare complex statistical reports and presentations and verifies for accuracy and completeness.
• Creates requisitions, blanket purchase orders, and enters receipts in PeopleSoft in support of the division or district.
• Performs other job responsibilities as assigned.

In addition to above for Administrative Assistant IV:

• Coordinates front office operations to include responding to telephone calls, email, walk in customers, and routing messages.
• Attends meetings with supervisor; takes notes, summarizes, and follows up on any actions that need to take place.
• Receives requests for information, conducts background research, compiles pertinent data, and disseminates information.
• Reviews correspondence and reports drafted by others.
• Processes receipts and invoices for payment.
• Performs other job responsibilities as assigned.

Minimum Qualifications:

Education:

High School Grad or Equivalent in general education. 

Experience:

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

Competencies:

Administrative Assistant Iii Or Iv:

• Applicable governmental laws, rules and regulations specific to area of responsibility for safeguarding information and information technology related systems
• Automated record-keeping methods
• Desktop publishing procedures and applications
• Applicable computer systems and applications
• Inventory/stock control procedures Expert skill in
• Public relations for maintaining effective working relationships with individuals and groups, both internal and external
• Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management
• Preparing and maintaining confidential and sensitive records, files, and reports
• Maintaining a safe and effective working relationship with others Other Attributes
• Protects sensitive and confidential information
• Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision
• Maintains composure when handling problems, stressful situations, continuous change, or unexpected developments

Physical Requirements And Working Conditions:

• 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 fingers
• Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading

Conditions Of Employment:

Please read the Standard Conditions of Employment (TxDOT) for all positions.

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.

Additional Applicant Information for applicants