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Administrative Assistant I, II, III, IV

2 weeks ago

Denton, Texas, United States Texas Department of Transportation Full time

Administrative Assistant I or II:

  • 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.
  • 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.
  • Receives, sorts, opens, evaluates content, and distributes mail.
  • Performs other job responsibilities as assigned.

Additional duties for Administrative Assistant II:

  • 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.

Additional duties for Administrative Assistant III and IV Include:

  • 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 

Additional duties for Administrative Assistant IV Include:

  • Coordinates front office operations to include responding to telephone calls, email, walk in customers, and routing messages.


Minimum Qualifications:

Education: Administrative Assistant I, II, III, or IV: 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)

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) 

Substitution:

College education and/or relevant technical training may be substituted for experience on a year per year basis.

Licenses and Certifications:

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

Competencies:

Administrative Assistant I or II:

  • 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 and maintaining confidential and sensitive records, files, and reports
  • Follow verbal and written instructions
  • Protects sensitive and confidential information

Additional Competencies for Administrative Assistant II:

  • Communicating technical information effectively

Additional Competencies for Administrative Assistant III:

  • Applicable governmental laws, rules and regulations specific to area of responsibility for safeguarding information technology related systems. 
  • Inventory/Stock control procedures

Additional Competencies for Administrative Assistant IV:

  • 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 

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