Administrative Assistant III - Design Division - Austin, TX

Are you ready to make a positive impact in Texas? At the Texas Department of Transportation, connecting you with Texas is at the heart of everything we do. Design Division is looking for a highly skilled, detail oriented, and self-motivated person to join our administrative support team! The ideal candidate is structured, detail-oriented, and focused on quality and continuous improvement. You will be expected to collaborate effectively in a team environment, represent the department professionally, and deliver high-quality work. You will also need to adapt procedures, processes, and techniques to complete assignments in line with the department's activities and goals. Come join our team at the beautiful Stassney campus in Austin, where you will enjoy a collaborative work environment, covered employee parking, walking trails, on-site fitness center, coffee bar, and on-site cafeteria. . We have a diverse workforce of over 13,000 employees statewide. If you want to build an exciting career, let's talk!

Stassney Campus https://youtu.be/u42vEZacDgA

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.

• 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.

Education:

High School Grad or Equivalent in general education.

Experience:

• 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. Substitutions for Minimum Qualifications

Licenses and Certifications:

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

Competencies:

• 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

Physical Requirements and Working Conditions:

• 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

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