Executive Administrative Assistant I or II

Executive Administrative Assistant I or II

Join to apply for the Executive Administrative Assistant I or II role at Texas Department of Transportation
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• Answers the telephone, evaluates requests, routes messages, and/or serves as receptionist or front desk assistant.
• Anticipates and prepares information for meetings; makes travel arrangements; completes travel expense accounts/vouchers.
• Greets and assists visitors.
• Ensures requests for action or information are relayed to the appropriate staff member; interprets requests and helps resolve problems or implement action.
• Maintains executive’s appointment calendar, schedules/coordinates meetings and appointments; schedules/sets appointments for performance evaluations; arranges for directors to represent the Department at annual conferences.
• Receives, sorts, opens, evaluates content, and distributes mail.
• Reviews materials prepared for the executive’s signature for accuracy, format, and grammar.
• Routes items and assigns due dates for their response; maintains suspense log, tracks progress of activities, and coordinates work to meet due dates.
• Serves as liaison between the executive’s office, other departmental personnel, and the public.
• Performs other job responsibilities as assigned.

• Oversees the scheduling of phone coverage by administrative staff during holidays.
• Assists and advises districts and divisions on matters relating to the assigned functions of the Executive.
• Checks on the status of district/division/office projects and writes brief summary reports.
• Drafts correspondence requiring some understanding of technical matters.
• Instructs employees on personnel and clerical policies and procedures.
• Performs all duties of Executive Administrative Assistant I.

• Education (all): High School Graduate or equivalent in general education.
• Experience: 5 years for Executive Admin Assistant I; 6 years for Executive Admin Assistant II. Experience may be satisfied by full‑time or prorated part‑time equivalent.
• Substitutions: An associate’s degree may substitute for 2 years of experience, and a bachelor’s degree or higher may substitute for 3 years of experience.
• Licenses and
  
  Certifications:
  
  Valid driver’s license; position requires driving a state vehicle.

• Working within established timelines and meeting deadlines.
• Public relations for maintaining effective working relationships with individuals and groups, both internal and external.
• Monitoring the status and progress of projects.
• Administrative support practices and procedures: writing, editing, report writing, 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.
• Prioritizing and organizing work assignments.
• Office support procedures: proper business telephone etiquette, internal communication strategies, and use of basic office equipment; recording notes at meetings.
• Using computers, applicable programs, applications, and systems.
• Shows initiative and action beyond what is required to improve products or services; self‑starting and completes assignments independently without constant supervision.

• Sedentary work: lift up to 10 lbs at a time and occasionally carry files/small tools.
• Prolonged periods of sitting, standing, and repeated motion of wrists, hands, and fingers.
• Requires close visual acuity: extensive reading, viewing a computer screen, and data/figures.

• 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

The Texas Department of Transportation is an Equal Opportunity Employer. Reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Act of 1990.