Administrative Associate

Job Summary

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 Sheriffs 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 supervisors 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

• 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 departments 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 Requirements

Education and Experience:
Bachelors 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 Drivers License

Knowledge Skills and Abilities:

Knowledge of:

• Standard office administration practices and procedures.
• Personnel rules and procedures.
• Civil Service Commission and TCSO p olicies 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 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: 8 am - 5 pm Monday-Friday.

Location: 5555 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:

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.

Required Experience:

IC