Travis County Texas Administrative Associate in Austin, Texas
Under general supervision, assists a Department Head in advanced administrative support activities. Performs a variety of highly complex administrative work unique to the work unit. Work requires independent judgment, initiative and authority. Work includes coordinating staff and general administrative functions to include serving as Administrative Representative to Boards and/or Committees. Handles problems and non-routine situations by determining the approach or action to take and implementing guidelines, policies and procedures. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment. Sets work unit priorities and interprets policies.
DISTINGUISHING CHARACTERISTICS: This is the third of five administrative-related job classifications within the Administrative Support job family. This classification emphasizes a variety of support functions focusing on administrative and office management functions and responsibilities, organization and coordination toward accomplishment of program, divisional or departmental goals and objectives. The major duties performed are administrative in nature and require a high degree of independent judgment, discretion, initiative and authority. The results of assigned projects have direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.
Duties and Responsibilities
- Performs direct administrative support services for designated Department Head. Schedules and coordinates appointment calendar as directed utilizing knowledge of priorities and prearranged plans. Schedules meeting rooms, reserves necessary equipment, prepares daily itineraries and assembles necessary background materials. Sends meeting notices and reminders. Attends meetings to record and report on proceedings. Keeps supervisor(s) informed of significant items requiring supervisory review or action. May prepare Commissioners agenda packet for Commissioners Court meetings and brief supervisors on agenda items. May serve as notary public.
- Supervises, monitors, prioritizes and makes daily decisions on work load schedules to meet work unit operations. Trains and supervises clerical staff. Interviews, evaluates, and makes recommendations for hiring, promotions, disciplinary actions, and dismissals. Responsible for quality and quantity of work.
- Monitors equipment repairs. Purchases or approves for purchase of office supplies.
- Evaluates and recommends operational changes to work unit to ensure effectiveness and compliance with policies and regulations. Develops and selects relevant research and evaluation tools from a variety of sources. Conducts research and prepares summaries for supervisor. Analyzes information, performs and calculates statistical analysis, and compiles data to prepare special and recurring reports containing specialized information.
- Serves as liaison to staff, city and County departments, other agencies, Elected Officials and the public. Coordinates communication exchange between various entities and departments. May represent the department head or Elected Official on various committees and at meetings. Answers inquiries and composes complex, confidential and technical correspondence, articles and speeches in accordance with established guidelines. Develops and implements office forms and procedures. Researches and interprets rules, regulations, policies and procedures to staff, other agencies, and the public. May coordinate department-wide events and functions.
- Provides day-to-day leadership and works with staff to ensure a high performance, customer-service oriented work environment. Manages reception functions for Executive offices and the general public.
- Performs other job-related duties as assigned. Minimum Requirements
Education and Experience:
Bachelor's degree in Public Administration, Business Management or a directly related field AND two (2) years of increasingly responsible administrative experience;
Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
Licenses, Registrations, Certifications, or Special Requirements: None required.
Texas driver's license Spanish/English proficiency, speaking and writing One (1) year of supervisory experience
Knowledge, Skills, and Abilities:
- Standard office administration practices and procedures.
- Specialized subject matter.
- Personnel rules and procedures.
- Policies, practices, procedures and terminology of assigned function.
- Accounting, purchasing and budgeting procedures and techniques.
- Constituent interests.
- Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
Business letter writing, grammar and punctuation, and report preparation. Skill in:
Training and supervising administrative and clerical staff.
- Conducting research in areas of substantive importance.
- Maintaining important files and records.
- Compiling data and writing clear and comprehensive reports and letters.
- Writing reports, business memos and other documents.
- Interacting with leading public officials, County employees and the general public.
- Interpreting policy and applying to situations as they arise.
- Problem-solving and decision-making.
Both verbal and written communication. Ability to:
Set office priorities and ensure that work is performed in a timely manner.
- Independently prepare correspondence, memorandums, and other materials.
- Organize diverse activities.
- Advise Elected Official or department head in substantive matters.
- Perform responsible and complex administrative work involving the use of independent judgment.
- Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
- Maintain confidential data and information for executive staff.
- Assist in monitoring a budget, implementing, and maintaining filing and accounting systems.
- Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public. Work Environment & Other Information
Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.
This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.
Work Hours: 8:00 AM to 5:00 PM; Monday through Friday May require limited after-hours work supporting committees and/or constituent services.
Department: Transportation and Natural Resources
Location: 700 Lavaca St., Austin
Criminal and Driving Background Check Required
Salary: $39,615.06 - $49,518.98 Annually $39,615.06 - $49,518.98 Annually
Job Number: 15-03309
Location: Austin, TX
Closing: 11/3/2016 11:59 PM Central
Job Type: Full Time
Department: TNR (Trans & Natrl Resrc)
Agency: Travis County
Address: 700 Lavaca Street, Suite 420 Austin, Texas, 78701.