Administrative Assistant I, II, III, IV - Denton County

Texas Department of Transportation•Denton, TX

About The Position

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.

Requirements

High School Grad or Equivalent in general high school studies.
Valid driver’s license. This position requires driving a state vehicle.
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
Communicating technical information effectively
Applicable governmental laws, rules and regulations specific to area of responsibility for safeguarding information technology related systems.
Inventory/Stock control procedures
Coordinating and scheduling activities/resources

Responsibilities

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