DE/DD Executive Assistant II - Rail Division

TxDOT's Rail Division is looking for an Executive Assistant II based in Austin, TX. We have a diverse workforce of over 12,000 employees statewide. If you want to build an exciting career, let’s talk!

The Rail Division (RRD) oversees rail planning, project management for both state and federally funded rail initiatives, and regulatory compliance. The Planning and Programming Section manages rail planning, state and federal grants, leases and operating agreements for rail services on state-owned facilities and state-subsidized passenger rail routes. The Rail Letting Section oversee planning, project development and agreements for TxDOT let projects impacted by railroads. RRD's Rail Grade Crossing Section administers funding and projects for improving rail highway crossings within the state. The Rail Safety Section participates with the Federal Railroad Administration to enforce compliance with federal rail regulations with the aim of reducing deaths, injuries, and damage to property resulting from railroads accidents within the state.

At TxDOT we value employee work-life-balance. In keeping with our commitment to this value our employees benefit from a wide array of programs and activities that include telework, flexed and compressed work schedules, wellness leave incentive, in-house wellness center, career development programs, tuition assistance, and various other benefits.

Work Location: 6230 Stassney Lane, Austin, TX 78744

TxDOT's Rail Division is looking for an Executive Assistant II based in Austin, TX. We have a diverse workforce of over 12,000 employees statewide. If you want to build an exciting career, let’s talk!

The Rail Division (RRD) oversees rail planning, project management for both state and federally funded rail initiatives, and regulatory compliance. The Planning and Programming Section manages rail planning, state and federal grants, leases and operating agreements for rail services on state-owned facilities and state-subsidized passenger rail routes. The Rail Letting Section oversee planning, project development and agreements for TxDOT let projects impacted by railroads. RRD's Rail Grade Crossing Section administers funding and projects for improving rail highway crossings within the state. The Rail Safety Section participates with the Federal Railroad Administration to enforce compliance with federal rail regulations with the aim of reducing deaths, injuries, and damage to property resulting from railroads accidents within the state.

At TxDOT we value employee work-life-balance. In keeping with our commitment to this value our employees benefit from a wide array of programs and activities that include telework, flexed and compressed work schedules, wellness leave incentive, in-house wellness center, career development programs, tuition assistance, and various other benefits.

Work Location: 6230 Stassney Lane, Austin, TX 78744

Stassney Hq - Main (SHQMAIN)
6230 East Stassney Lane
Austin, 78744

At TxDOT, we value work-life balance and are committed to providing our employees with a comprehensive range of benefits and programs, including:

• 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 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 Package

To view benefits available to all State of Texas employees visit: Benefits at a Glance | ERS (texas.gov)

At TxDOT, we value work-life balance and are committed to providing our employees with a comprehensive range of benefits and programs, including:

• 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 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 Package

To view benefits available to all State of Texas employees visit: Benefits at a Glance | ERS (texas.gov)

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.

Essential Duties:

· Schedules and coordinates meetings/appointments; makes travel arrangements; completes travel expense accounts/vouchers.
· Oversees and/or prepares letters, memos and/or reports, proofs and edits for grammar, punctuation, sentence structure and clarity.
· Analyzes incoming correspondence, reports, and other materials related to administrative areas; coordinates with appropriate staff to initiate proper action.
· Maintains files/records/logs, tracks progress of activities and coordinates work to meet due dates.
· Prepares and verifies time sheets, vacation/sick leave data, career planning profiles, travel statements and other personnel forms for the Division Director.
· Answers the telephone, evaluates requests, answers questions, and route messages.
· Receives, sorts, opens, evaluates content, and distributes mail.
· Coordinates administrative services for asset management, central files, facilities, open records requests, and record retention.
· Performs the roles of time & labor coordinator and the travel coordinator.
· Coordinates purchasing (60144), warehousing, OnBase payments, and other administrative support functions with finance, support services, and division staff.
· Maintains liaison with all levels of administration and outside organizations to coordinate department business and accomplish directives.
· Develops, executes, and completes a wide spectrum of special projects.
· Performs other job responsibilities as assigned.

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.

Essential Duties:

· Schedules and coordinates meetings/appointments; makes travel arrangements; completes travel expense accounts/vouchers.
· Oversees and/or prepares letters, memos and/or reports, proofs and edits for grammar, punctuation, sentence structure and clarity.
· Analyzes incoming correspondence, reports, and other materials related to administrative areas; coordinates with appropriate staff to initiate proper action.
· Maintains files/records/logs, tracks progress of activities and coordinates work to meet due dates.
· Prepares and verifies time sheets, vacation/sick leave data, career planning profiles, travel statements and other personnel forms for the Division Director.
· Answers the telephone, evaluates requests, answers questions, and route messages.
· Receives, sorts, opens, evaluates content, and distributes mail.
· Coordinates administrative services for asset management, central files, facilities, open records requests, and record retention.
· Performs the roles of time & labor coordinator and the travel coordinator.
· Coordinates purchasing (60144), warehousing, OnBase payments, and other administrative support functions with finance, support services, and division staff.
· Maintains liaison with all levels of administration and outside organizations to coordinate department business and accomplish directives.
· Develops, executes, and completes a wide spectrum of special projects.
· Performs other job responsibilities as assigned.

Minimum Qualifications:

Education:

High School Grad or Equivalent in general education.

Experience:

5 years of experience in administrative support or administrative management experience (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. Substitutions for Minimum Qualifications

Licenses and Certifications:

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

Preferred Qualifications:

Competencies:

• Program/project planning, development, and management methodologies
• Budgeting methods and procedures
• Leading, assigning, reviewing, and monitoring the work of others
• Public relations for maintaining effective working relationships with individuals and groups, both internal and external
• 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 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 and applicable programs, applications, and systems
• Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision

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
• Talking-expressing or exchanging ideas by spoken words
• Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading
• Sitting for prolonged periods of time.
• Standing for prolonged periods of time.

Conditions of Employment: