Texas Department of Transportation
Administrative Assistant III or IV - Waco
Texas Department of Transportation, East Waco, Texas, United States
Job Description – Administrative Assistant III or IV (Waco)
Position Information: Texas Department of Transportation (TxDOT) Waco District seeks an Administrative Assistant III or IV to support the Maintenance and Operations office. The role provides essential administrative and office management support for department staff and interacts daily with the general public. Responsibilities include office management practices, inventory control, and staffing during emergency operations such as winter storms.
Salary and Benefits Administrative Assistant III: $42,976.00 – $64,469.00 per year. Administrative Assistant IV: $48,244.00 – $76,028.00 per year. Pay basis: yearly. FLSA status: nonexempt.
Benefits include retirement plans, flexible work schedules, paid leave and holidays, 100% health premium for full‑time employees, on‑the‑job training, tuition assistance, holistic wellness programs, career development opportunities, and family‑friendly policies.
Responsibilities
Receive requests for information, conduct background research, compile data, and disseminate information.
Answer telephone, evaluate requests, respond to questions, route messages, and serve as receptionist or front‑desk assistant.
Attend meetings with supervisor; take notes, summarize, and follow up on actions.
Conduct annual physical inventory; verify findings, reconcile, and enter adjustments into computer system.
Edit correspondence, reports, forms, and documents for proper format, spelling, grammar, punctuation, and clarity.
Maintain and update office files/records/logs and suspense systems; support personnel, finance, budgeting, inventory, contracts, purchasing, and travel information.
Review, prepare, and negotiate program purchases for services, office materials, supplies, tools, and equipment; monitor contracts.
Use database, spreadsheet or graphics software to prepare complex statistical reports and presentations; verify accuracy and completeness.
Create requisitions, blanket purchase orders, and enter receipts in PeopleSoft to support the division or district.
Perform other job responsibilities as assigned.
Additional Duties for Administrative Assistant IV
Coordinate front office operations, including responding to telephone calls, email, walk‑in customers, and routing messages.
Review correspondence and reports drafted by others.
Process receipts and invoices for payment.
Qualifications
Education:
High school graduate or equivalent in general education.
Experience:
Administrative Assistant III: 3 years of administrative or clerical support, customer service, business operations, communications, or related experience (full‑time or pro‑rated part‑time).
Administrative Assistant IV: 4 years of similar experience.
Valid driver’s license; position requires driving a state vehicle.
Knowledge of applicable governmental laws, rules, and regulations pertaining to safeguarding information and information technology systems.
Familiarity with automated record‑keeping, desktop publishing, computer systems, inventory/stock control procedures, and public relations for maintaining effective working relationships.
Expertise in administrative support practices, including writing, editing, report writing, meeting notes, record keeping, and maintaining confidential records.
Ability to protect sensitive and confidential information.
Shows initiative, independence, and maintains composure in stressful situations.
Physical Requirements and Working Conditions
Light work: lift up to 20 lbs and frequently lift objects up to 10 lbs.
Sitting or standing for prolonged periods.
Repetitive motion: substantial movements of wrists, hands, and fingers.
Work Location Waco District Headquarters, 100 South Loop Drive, Waco, TX 76704‑2858.
Travel Required: Approximately 5% of the time.
Shift Day shift, Monday–Friday, onsite.
Equal Opportunity The Texas Department of Transportation is an Equal Opportunity Employer. Reasonable accommodations will be made for persons with disabilities in accordance with the Americans with Disabilities Act of 1990.
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Salary and Benefits Administrative Assistant III: $42,976.00 – $64,469.00 per year. Administrative Assistant IV: $48,244.00 – $76,028.00 per year. Pay basis: yearly. FLSA status: nonexempt.
Benefits include retirement plans, flexible work schedules, paid leave and holidays, 100% health premium for full‑time employees, on‑the‑job training, tuition assistance, holistic wellness programs, career development opportunities, and family‑friendly policies.
Responsibilities
Receive requests for information, conduct background research, compile data, and disseminate information.
Answer telephone, evaluate requests, respond to questions, route messages, and serve as receptionist or front‑desk assistant.
Attend meetings with supervisor; take notes, summarize, and follow up on actions.
Conduct annual physical inventory; verify findings, reconcile, and enter adjustments into computer system.
Edit correspondence, reports, forms, and documents for proper format, spelling, grammar, punctuation, and clarity.
Maintain and update office files/records/logs and suspense systems; support personnel, finance, budgeting, inventory, contracts, purchasing, and travel information.
Review, prepare, and negotiate program purchases for services, office materials, supplies, tools, and equipment; monitor contracts.
Use database, spreadsheet or graphics software to prepare complex statistical reports and presentations; verify accuracy and completeness.
Create requisitions, blanket purchase orders, and enter receipts in PeopleSoft to support the division or district.
Perform other job responsibilities as assigned.
Additional Duties for Administrative Assistant IV
Coordinate front office operations, including responding to telephone calls, email, walk‑in customers, and routing messages.
Review correspondence and reports drafted by others.
Process receipts and invoices for payment.
Qualifications
Education:
High school graduate or equivalent in general education.
Experience:
Administrative Assistant III: 3 years of administrative or clerical support, customer service, business operations, communications, or related experience (full‑time or pro‑rated part‑time).
Administrative Assistant IV: 4 years of similar experience.
Valid driver’s license; position requires driving a state vehicle.
Knowledge of applicable governmental laws, rules, and regulations pertaining to safeguarding information and information technology systems.
Familiarity with automated record‑keeping, desktop publishing, computer systems, inventory/stock control procedures, and public relations for maintaining effective working relationships.
Expertise in administrative support practices, including writing, editing, report writing, meeting notes, record keeping, and maintaining confidential records.
Ability to protect sensitive and confidential information.
Shows initiative, independence, and maintains composure in stressful situations.
Physical Requirements and Working Conditions
Light work: lift up to 20 lbs and frequently lift objects up to 10 lbs.
Sitting or standing for prolonged periods.
Repetitive motion: substantial movements of wrists, hands, and fingers.
Work Location Waco District Headquarters, 100 South Loop Drive, Waco, TX 76704‑2858.
Travel Required: Approximately 5% of the time.
Shift Day shift, Monday–Friday, onsite.
Equal Opportunity The Texas Department of Transportation is an Equal Opportunity Employer. Reasonable accommodations will be made for persons with disabilities in accordance with the Americans with Disabilities Act of 1990.
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