Executive Administrative Assistant I or II

Texas Department of Transportation•Austin, TX

About The Position

Performs professional assistance work in support for one or more members of the Texas Transportation Commission and the Texas Department of Transportation's (TxDOT) Executive Management Team reports directly to the Chief of Staff. Work requires extensive contact with high-level managers, executives, officials, and private entities. Employees at this level establish their own work plan and priorities to meet set objectives. Executive Admin Assistant I: Issues are rarely referred to the supervisor but are handled at the occurrence. Executive Admin Assistant II: Employees at this level are virtually self-supervising and assume direct accountability for the work product.

Requirements

High School Grad or Equivalent in general education.
Executive Admin Assistant I: 5 years of experience in administrative support or administrative management.
Executive Admin Assistant II: 6 years of experience in administrative support or administrative management.
Valid driver’s license. This 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 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
Prioritizing and organizing work assignments
Office support procedures, including proper business telephone etiquette, internal communication strategies, and using 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; is self-starting and completes assignments independently without constant supervision

Responsibilities

Answers the telephone, evaluates requests, answers questions, 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.