Administrative Assistant I - Livingston Area Office

Performs administrative office support-related work for department staff and/or the general public. Work requires contact with middle and high-level managers. Employees at this level perform work independently on assignments; however, all unusual issues are referred to the supervisor.

Essential Duties:

• 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.
   
• 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.
   
• Maintains records and inventories of materials, supplies and equipment.
   
• Prepares and distributes correspondence.
   
• Receives, sorts, opens, evaluates content, and distributes mail.
   
• Reviews, prepares and negotiates applicable program purchases for services, office materials, supplies, tools and equipment and monitors contracts.
   
• 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.
   
• Processes receipts and invoices for payment.
   
• Creates requisitions, blanket purchase orders, and enters receipts in PeopleSoft in support of the division or district.
   
• Performs other job responsibilities as assigned.
  

Minimum Qualifications:

Education:

High School Grad or Equivalent in general education.

Experience:

 No experience required. (Experience can be satisfied by full time or prorated part time equivalent). 

Licenses and Certifications: 

Valid driver’s license. This position requires driving a state vehicle. 

Competencies: 

• Some knowledge of
   
  • Automated record-keeping methods
     
  • Applicable computer systems and applications
     
• Some skill in
   
  • 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 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
     
• Ability to
   
  • Follow verbal and written instructions
     
• Other Attributes
   
  • Protects sensitive and confidential information

Physical Requirements and Working Conditions: 

• Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools
   
• 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
   
• Repetitive Motion – substantial movements of the wrists, hands, and/or fingers
   
• Close Visual Acuity – work includes data/figures; viewing a computer screen; extensive reading

Conditions of Employment: 

Please read the Standard Conditions of Employment (TxDOT) for all positions.