DE/DD Executive Assistant II - Maritime Division

Texas Department of Transportation•Austin, TX

52d

About The Position

Performs professional assistance work in support of a District Engineer or Division Director. Reports directly to a District Engineer or Division Director. Work requires [extensive] contact with middle and high-level managers, executives, officials and private entities. May serve as a lead worker. Employees at this level are virtually self supervising and assume direct accountability for the work product. Division/District limited to one Executive Assistant in total.

Requirements

High School Grad or Equivalent in general education. Relevant work experience may be substituted for degree on a year per year basis.
5 YEARS administrative support or administrative management experience
Extensive knowledge of Office practices and administrative procedures
Expert skill in Researching, analyzing, and interpreting policies and state and federal laws and regulations specific to functional area
Public relations for maintaining effective working relationships with individuals and groups, both internal and external
Maintaining effective working relationships with others
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
Preparing and maintaining confidential and sensitive records, files, and reports
Office support procedures including proper business telephone etiquette, internal communication strategies, and using basic office equipment
Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision

Responsibilities

Analyzes and interprets detailed policy and procedures and its impact to the district or division.
Answers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant.
Collects information from the files for routine inquiries; refers non-routine requests to supervisor or appropriate staff.
Develops, executes and completes a wide spectrum of special projects.
Greets and assists visitors.
Initiates and composes responses to requests for general information.
Maintains files/records/logs, tracks progress of activities and coordinates work to meet due dates.
Prepares and verifies time sheets, vacation/sick leave forms, career planning profiles, travel statements and other personnel forms a District Engineer or Division Director.
Oversees and/or prepares letters, memos and/or reports; proofs and edits for grammar, punctuation, sentence structure and clarity.
Schedules and coordinates meetings/appointments; makes travel arrangements; completes travel expense accounts/vouchers.