Administrative Associate

Travis County; Austin (TX); On-site; USD 52,000 - 78,000; Full time

Job summary

Travis County in Austin, Texas, seeks an experienced Administrative Specialist to assist the Civil Service Commission for TCSO employees. You will coordinate schedules, prepare materials, speak on behalf of the supervisor, and handle routine and confidential documents.

Under general supervision, assist in advancement exams, budget adjustments, and hearings related to the CSC appeal process. Requires a Bachelor’s degree and 2 years of admin experience; Texas driver’s license preferred, notary

Qualifications

• Bachelor's degree in Public Administration, Business Management or a directly related field and two years of increasingly responsible administrative experience.
• Or any combination of education and experience equivalent to the stated education and experience.

Responsibilities

• Schedule and coordinate appointment calendars and meetings; prepare background materials.
• Prepare and process documents, correspondence, reports and filings; maintain confidential information.
• Assist with research, budgeting, purchasing, and execution of department operations and hearings.

Skills

Office administration

Civil Service policies

Budgeting procedures

Constituent relations

Computer skills

Report writing

Policy interpretation

Education

Bachelor's degree in Public Administration, Business Management or related field

Two years administrative experience

Job description

Assists the Program Director of the Civil Service Commission in coordinating and overseeing all functions of the Civil Service Commission for Travis County Sheriff Office Employees (CSC). Under general supervision, performs a variety of responsible and highly complex administrative and technical duties. Work requires independent judgment, initiative and authority. Assists with research, development, revision, implementation, and compliance of all governing laws, rules and regulations of the CSC and the Travis County Sheriff’s Office (TCSO) policies. 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 assists with the development and administration of advancement exams and the promotional process for TCSO employees. Assists with hearings related to the CSC appeal process. Assists in purchase requisitions and budget adjustments. Utilizes knowledge of policies and procedures to speak on behalf of supervisor and performs constituent services.

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, objectives and departmental budgetary functions. This classification is distinguished from the Administrative Assistant II in that incumbents serve in an advisory capacity, perform constituent service and have complete knowledge of the supervisor's activities. 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.

• Schedule and coordinate appointment calendars utilizing knowledge of priorities and prearranged plans. Schedule meeting rooms, prepares and reserves necessary equipment, and assembles necessary background materials. Receive visitors, answers telephone calls and voicemails. Research rules, regulations, policies and procedures. Serve as liaison to CSC staff to assist the general public, visitors or callers by answering questions or providing information regarding office policies or procedures, utilizing knowledge of office operations.
• Compose, prepare, and process various documents, such as correspondence, spreadsheets, databases, letters, memorandums, filings and reports. Format, proofread, and copy documents. Research rules, regulations, policies, statutes, and procedures. Answer inquiries and compose complex, confidential and technical correspondence in accordance with established department guidelines. Develop and implement office forms and procedures.
• Send meeting notices and reminders. Attend and assist with recording and reporting on meeting and hearing proceedings. May assist in preparing and filing agenda for Civil Service Commission meetings. May serve as notary public.
• Assist with departmental tracking and purchasing of office supplies and recording of monthly expenditures for fiscal reporting of department’s administrative budget. Prepare purchase orders for equipment and office supplies within purchasing guidelines. Monitors equipment repairs.
• Perform administrative support duties that may include travel to various facilities, meetings, or offices to conduct official business, coordinate services, and support departmental operations. May coordinate department-wide events and functions.
• Monitor, prioritize and make daily decisions on workload schedules to meet work unit operations.
• Perform other job-related tasks as assigned.

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;
OR,
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.

Preferred:

One (1) year of supervisory experience.
Texas Driver's License

Knowledge, Skills, and Abilities:

Knowledge of:

• Standard office administration practices and procedures.
• Personnel rules and procedures.
• Civil Service Commission and TCSO policies, practices, procedures and terminology.
• 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.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

Skill in:

• 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, decision-making, and conflict resolution.
• 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.
• 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.

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.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: 8 am - 5 pm, Monday-Friday.

Location: 555 Airport Blvd., Austin, Texas 78751

Department: Civil Service Commission

Criminal, Driving, Education, and Employment Background Checks Required.

For updates or questions on this position, contact: [e-mail]

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.