Administrative Associate
travis county
Austin Texas
Salary: Neg Per Hour
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.
Duties and
Responsibilities
- Performs direct administrative support services for
designated Elected Official or 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, merit increases, promotions, disciplinary actions,
and dismissals. Completes personnel forms, workers compensation claims and
leave forms/requests for payroll. Sets up and maintains personnel files.
Verifies, prepares and/or updates timesheets. Distributes payroll checks.
Completes personnel action forms, vacancy announcements and issues staff
identification cards. May serve as personnel liaison.
- Maintains, monitors and reconciles departmental
budgets. Prepares monthly report of expenditures. Responsible for
departmental purchasing, for recording expenditures, and for fiscal
control over line items in department's or divisions administrative
budget. Monitors expenditures and performs budget analysis on accounts and
review of transactions. Authorizes expenditures or actions for
administrative and operational needs. Researches discrepancies and
prepares special and recurring management financial/budget departmental
reports. Participates in budget preparation and justification. Monitors
equipment repairs. Purchases or approves for purchase of office supplies.
- Assists in preparing all departmental policies and
procedures. 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. May prepare press releases and coordinate responses to
media inquiries and/or press conferences, interviews, speeches and other
special events. 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.
- 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;
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.
Knowledge, Skills, and Abilities
- Knowledge of
- 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.
- May be required to develop knowledge of and adhere to
federal and state laws requiring the confidential handling of certain
health information.
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.
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.
You must ensure your application accurately reflects your skills and abilities
as they relate to the position. Only periods of employment and experience
detailed in the "Work Experience" section of the application will be
considered in determining which applicants move forward in the selection
process, as well as determining pay level for candidate(s) recommended for
hire.
Job Overview
Posted Date: 17 Sep 2024
Location: Austin Texas
Salary: Neg Per Hour
Company Information
The mission of Travis Central Appraisal District, in accordance with the Texas Constitution and the laws of the state, is to provide accurate appraisal of all property in Travis County at one hundred percent market value, equally and uniformly, in a professional, ethical, economical and courteous manner, working to ensure that each taxpayer pays only their fair share of the property tax burden.
Name: travis county
Web: https://traviscad.org/