Administrative Assistant III - Design Division - Austin, TX

Texas Department of Transportation•Austin, TX

About The Position

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.

Requirements

High School Grad or Equivalent in general education.
3 years 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.
Valid driver’s license. This position requires driving a state vehicle.
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
Public relations for maintaining effective working relationships with individuals and groups, both internal and external
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
Office support procedures including proper business telephone etiquette, internal communication strategies, and using basic office equipment
Maintaining a safe working relationship
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
Protects sensitive and confidential information
Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools
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
Repetitive Motion-substantial movements of the wrists, hands, and/or fingers
Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading

Responsibilities

Receives requests for information, conducts background research, compiles pertinent data, and disseminates information.
Represents the supervisor at meetings and is in contact with other governmental agencies and professional groups.
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
Coordinates, organizes, and composes meeting agendas.
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.
Processes receipts and invoices for payment.
Coordinates the receipt, sorting, distribution, delivery, pickup of mail and correspondence, to include time-sensitive and confidential documents.
Creates requisitions, blanket purchase orders, and enters receipts in PeopleSoft in support of the division or district.
Publishes, maintains and coordinates the division’s/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.
Performs asset management to include surplus property and conducting inventory reviews and reconciliation: and serving as a primary contact for first-level technical support to include submitting tickets for malfunctioning hardware
Performs other job responsibilities as assigned.