Administrative Associate - Life Safety (Temporary Position)

Advanced Administrative Support

Under general supervision, performs 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 monitoring budgets, administrative affairs, employee matters, and interpreting policies and procedures. Serves as liaison between the department, officials, agencies, and the public. Performs a variety of research, planning, and technical duties. 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. Authorizes purchase requisitions and budget adjustments. Utilizes knowledge of policies and procedures to speak on behalf of supervisor and performs constituent services.

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. 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.
• Maintains, monitors and reconciles departmental budgets. Prepares monthly report of expenditures. Responsible for recording expenditures. Monitors expenditures and performs budget analysis on accounts and review of transactions. 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.
• Assists in the organization, tracking, and distribution of life safety and emergency response equipment. Maintains accurate records of issued equipment and ensures timely return or replacement as needed. Supports the routine inspection and maintenance of emergency equipment to ensure operational readiness. Assists in inventory management, including data entry, tracking, and reconciliation of equipment and supply levels. Coordinates with Life Safety staff to schedule and document equipment inspections, testing, and servicing. Helps prepare reports and documentation related to equipment usage, inspections, and compliance. Maintains a clean, orderly, and secure equipment storage area. Performs other administrative duties as assigned to support the operational needs of the Life Safety Section.
• 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. Applicants are required to attach a resume with the online application. 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. 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. Work Hours: 9:00 AM -3:00 PM, Monday - Friday Location: Austin, TX Department: Sheriff Criminal, Driving, Education, and Employment Background Checks Required. Drug Test, Alcohol Test For updates or questions on this position, contact: View email address on click.appcast.io