Job Description

Administrative Assistant I/II/IIII/IV - (2602532)

Position Information The Odessa District Operations Office, in the Odessa District is seeking an Administrative Assistant I, II, III, or IV who is highly organized and detail-oriented to join our mission-driven team. This position plays a vital role in supporting the District Operations Office staff and ensuring the smooth operation of our fast-paced Office. Key responsibilities include coordinating meetings, managing critical documentation, assisting with travel arrangements, and facilitating day-to-day operations. The ideal candidate is a proactive communicator who thrives in a collaborative environment and is committed to excellence in administrative support.

Minimum Salary

: 35,439.00

Maximum Salary

: 76,028.00

Pay Basis

: Yearly FLSA Status: Nonexempt

Work Locations

Odessa District Headquarters

3901 EAST US HIGHWAY 80

Odessa 79761

Travel

: Yes, 5 % of the Time Shift: Day Job Shift Details: 40 hrs - Monday - Friday 8am - 5 pm Location Flexibility: Onsite

Benefits and Perks At TxDOT, we value work-life balance and are committed to providing our employees with a comprehensive range of benefits and programs, including:Retirement PlansAlternative and/or Flexible Work SchedulesPaid Leave and HolidaysHealth Premiums paid at 100% for Full-Time EmployeesOn-the-Job TrainingTuition Assistance ProgramHolistic Wellness Program with Leave IncentivesCareer Development and Advancement OpportunitiesFamily-Friendly Policies and ProgramsIn 2024, TxDOT was recognized as a Best Place for Working Parents, and many of our offices statewide are also designated as Texas Mother-Friendly Worksites. These recognitions reflect our dedication to supporting families and promoting a healthy work-life balance.For a complete list of our total compensation package please visit our website at: Total Compensation PackageTo view benefits available to all State of Texas employees visit: Benefits at a Glance | ERS (texas.gov)

Position Description

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: Administrative Assistant I

• Answers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant.
• 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.
• Prepares and distributes correspondence.
• Enters and retrieves data on a computer.
• Researches and compiles information for reports or inquiries.
• Runs queries and reports in a variety of applications/systems.
• Processes receipts and invoices for payment.
• Performs other job responsibilities as assigned.Administrative Assistant II (in addition to above)
• Assists in reviewing, analyzing and evaluating program content in order to monitor and develop administrative policies and procedures and to identify problems and recommend solutions.
• Composes and prepares correspondence and applicable recurring or special one-time reports and/or confidential and sensitive communications.
• Coordinates and tracks the progress of projects and/or specialized programs and informs supervisor or other Department officials of status.
• Coordinates with other state agencies, private entities, and within the Department to meet program guidelines and deadlines.
• Reviews correspondence and reports drafted by others.
• Reviews information going to the supervisor and highlights important matters; researches and provides additional information as needed.
• Performs other job responsibilities as assigned.Administrative Assistant III (in addition to above)
• Coordinates and/or composes correspondence and reports regarding technical program initiatives.
• Coordinates and/or prepares periodic special reports.
• Reviews information going to the supervisor and highlights important matters; researches and provides additional information as needed; briefs supervisor on background information needed for meetings.
• Reviews, analyzes and evaluates program content in order to monitor and develop administrative policies and procedures and to identify problems and recommend solutions.
• Trains other clerical or technical staff.
• Performs other job responsibilities as assignedAdministrative Assistant IV (in addition to above)
• May serve as a lead worker by serving as a resource for complex questions; presenting workflow and operational updates to the supervisor/manager; providing input on team members’ career conversations; and approving leave requests to ensure operations coverage.
• Performs other job responsibilities as assigned.

Minimum Qualifications:Education:High School Grad or Equivalent in general education.Experience:Administrative Assistant I: No experience required. (Experience can be satisfied by full time or prorated part time equivalent). Administrative Assistant II: 1 YEAR administrative or clerical support, customer service, business operations, communications, informational, or related experience (Experience can be satisfied by fulltime or prorated parttime equivalent).Administrative Assistant III:3 YEAR administrative or clerical support, customer service, business operations, communications, informational, or related experience (Experience can be satisfied by fulltime or prorated parttime equivalent).Administrative Assistant IV: 4 YEAR administrative or clerical support, customer service, business operations, communications, informational, or related experience (Experience can be satisfied by fulltime or prorated parttime equivalent).Licenses and Certifications: Valid driver’s license. This position requires driving a state vehicle. Competencies: Administrative Assistant IApplicable computer systems and applicationsMaintaining effective working relationships with othersAdministrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records managementPreparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistencyPreparing and maintaining confidential and sensitive records, files, and reportsCommunicating technical information effectivelyUsing computers, applicable programs, applications, and systemsFollow verbal and written instructions Administrative Assistant IIApplicable computer systems and applicationsResearching, evaluating and interpreting complex informationPublic relations for maintaining effective working relationships with individuals and groups, both internal and externalMaintaining effective working relationships with othersAnalyzing, organizing, and communicating business and technical dataPreparing 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 reportsMaintaining a safe and effective working relationship with othersProtects sensitive and confidential information Administrative Assistant IIIResearching, evaluating and interpreting complex informationPublic relations for maintaining effective working relationships with individuals and groups, both internal and externalLeading, assigning, reviewing, and monitoring the work of othersPreparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistencyPreparing and maintaining confidential and sensitive records, files, and reportsCommunicating technical information effectivelyUsing computers, applicable programs, applications, and systemsMaintaining a safe and effective working relationship with othersShows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervisionProtects sensitive and confidential information Administrative Assistant IVLeading, assigning, reviewing, and monitoring the work of othersPreparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistencyPreparing and maintaining confidential and sensitive records, files, and reportsPreparing technical/statistical reportsCommunicating technical information effectivelyUsing computers, applicable programs, applications, and systemsMaintains composure when handling problems, stressful situations, continuous change, or unexpected developmentsShows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervisionProtects sensitive and confidential information

Physical Requirements and Working Conditions: Sedentary work: Lift up to 10 lbs. at a time and occasionally carry files/small toolsLight work: Lift up to 20 lbs. at a time and frequently lift or carry objects up to 10 lbs.Sitting - prolonged periods of time Standing-prolonged periods of timeRepetitive Motion-substantial movements of the wrists, hands, and/or fingersClose Visual Acuity-work includes data/figures; view a computer screen; extensive readingConditions of Employment: Please read the Standard Conditions of Employment (TxDOT) for all positions.

Job

: Exec/Admin/Clerical/Legal

Schedule

: Full-time

Employee Status

: Regular

Job Type

: Standard

Job Level

: Non-Management

Job Posting

: Oct 2, 2026, 1:57:56 PM

Unposting Date

: Nov 2, 2026, 5:59:00 AM

State Job Title/s: Administrative Assistant III State Job Code/s: 0154

Military Occupational Specialty (MOS) TxDOT is committed to hiring veterans. To assist in determining whether your military experience may pertain to the minimum requirements for this position, Military Occupational Specialty (MOS) codes from each branch of the U.S. Armed Forces have been assigned to each state classification code/title where applicable. The MOS codes are grouped by occupational category.Click on the appropriate occupational category to view the MOS codes.

Applicant Information The Texas Department of Transportation is an Equal Opportunity Employer.If requested, reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Action of 1990.Additional Applicant Information for applicants