Administrative Associate

Job TitleAssists 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).Job DescriptionUnder 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 CharacteristicsThis 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 ResponsibilitiesSchedule 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.Minimum RequirementsEducation 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 LicenseKnowledge 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.Work Environment & Other InformationPhysical 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: 5 555 Airport Blvd., Austin, Texas 78751 Department: Civil Service Commission Criminal, Driving, Education, and Employment Background Checks Required.BenefitsEmployment at Travis County comes with a full array of benefits. We offer comprehensive health insurance, a no-cost, on-site Health and Wellness clinic, longevity pay, paid vacations, sick time and personal holidays, not to mention an industry competitive salary structure and a friendly, stable work environment.In this valuable Travis County Benefits Guide you will find benefit summaries, eligibility requirements, costs, contact numbers and addresses as well as other general information on the benefits available to Travis County Employees and Retirees.Employees may join the Travis County Credit Union which offers low-interest loans, savings plans through payroll deduction, safe deposit boxes and other benefits.Employees may enroll in a tax- free sheltered investment plan through payroll deduction.Employees may sign up for direct bank deposit.Travis County provides a confidential counseling and referral service free of charge to county employees and their family.Membership in the American Federation of State, County, and Municipal Employees Union is available through payroll deduction.Employees may access the clinic for a variety of wellness program and health care services with no co-pay, no deductible and no co-insurance costs.An average of eleven paid holidays are designated by the Travis County Commissioners Court at the beginning of each fiscal year.Employees may select from four plans: an Exclusive Physician Organization (EPO), Choice Plus Preferred Physician Organization (PPO), Consumer Choice or a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). All four options include a Pharmacy Plan. Travis County's current policy is to pay 100% of the employee's health insurance premium for the Consumer Choice and HDHP. Employees will pay a premium for both the EPO and PPO. Other insurance benefits include $50,000 Basic Life and AD&D paid by the County.The following benefits are employee paid:DentalVisionSupplemental Life, AD&DDependent LifeShort Term DisabilityLong Term DisabilityLong Term CareNew employees are covered on the first day of the month following 28 calendar days of employment.Longevity pay is paid for each year completed after three years of continuous service. Peace Officers in a law enforcement activity, whose job requires state peace officer certification, receive pay after one year of certification. On the regular payday on or after the employee's fourth and subsequent adjusted service dates, he or she receives a single payment for the previous year.A limited number of assigned parking spaces are available to employees in the Courthouse Complex.Regular, full-time employees are eligible for up to three paid personal holidays