Administrative Assistant III or IV - Waco

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 People Soft in support of the division or district.
• Performs other job responsibilities as assigned.

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 Experience

• 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 Experience

• 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 Standard Conditions of Employment (TxDOT) for all positions.

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