DE Executive Assistant I-II - Amarillo

About the role

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. Only one Executive Assistant is allocated per Division/District.

Responsibilities

• Answers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant.
• Compiles information and reports summarizing statistical data.
• Composes responses requiring some understanding of technical matters.
• Initiates and composes responses to requests for general information.
• Interprets detailed policy and procedures such as contract processing procedures.
• Prepares and verifies time sheets, vacation/sick leave forms, career planning profiles, travel statements, and other personnel forms for District Engineer.
• Receives, sorts, opens, evaluates content, and distributes mail.
• Schedules and coordinates meetings/appointments; makes travel arrangements; completes travel expense accounts/vouchers.
• Types letters, memos, and reports; proofs and edits for grammar, punctuation, sentence structure, and clarity.
• Performs other job responsibilities as assigned.

DE Executive Assistant II includes all the above and:

• Analyzes and interprets detailed policy and procedures and its impact to the district or division.
• May serve as a lead worker and handle related tasks.
• Participates in budget preparation, justification, and monitoring.
• Researches and interprets laws, rules, and regulations; compiles information on historical precedents and actions taken to aid in making decisions on current problems.
• Researches and interprets previous policies and procedures and compiles information on historical precedents and actions taken to aid in decision-making.
• Trains employees on personnel and clerical policies and procedures.

Requirements

Education: High School Graduate or equivalent in general education.

Experience:

• DE Executive Assistant I: 4 years of experience in administrative support or administrative management.
• DE Executive Assistant II: 5 years of experience in administrative support or administrative management.

Experience can be satisfied by full-time or prorated part-time equivalent. College education and/or relevant technical training may be substituted for experience on a year-per-year basis.

Licenses and Certifications: Valid driver’s license. This position requires driving a state vehicle.

Skills

DE Executive Assistant I:

• Program/project planning, development, and management methodologies.
• Office practices and administrative procedures.
• 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.
• Administrative support practices and procedures, including writing, editing, 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.
• Using computers, applicable programs, applications, and systems.

DE Executive Assistant II includes all the above and:

• Budgeting methods and procedures.
• Scheduling work assignments.
• Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision.
• 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 for prolonged periods of time.
• Standing for prolonged periods of time.
• Repetitive motion: substantial movements of the wrists, hands, and/or fingers.
• Close visual acuity: work includes data/figures, view a computer screen, and extensive reading.

Benefits

• Retirement Plans.
• Alternative and/or Flexible Work Schedules.
• Paid Leave and Holidays.
• Health Premiums paid at 100% for Full-Time Employees.
• On-the-Job Training.
• Tuition Assistance Program.
• Holistic Wellness Program with Leave Incentives.
• Career Development and Advancement Opportunities.
• Family-Friendly Policies and Programs.

In 2024, TxDOT was recognized as a Best Place for Working Parents, and many of its offices statewide are designated as Texas Mother-Friendly Worksites.

For a complete list of the total compensation package, visit the TxDOT website. To view benefits available to all State of Texas employees, visit Benefits at a Glance.

Schedule

Full-time.