Administrative Associate

Travis County•Austin, TX

1d•Onsite

About The Position

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. 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.

Requirements

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.
Knowledge of standard office administration practices and procedures.
Knowledge of personnel rules and procedures.
Knowledge of Civil Service Commission and TCSO policies, practices, procedures and terminology.
Knowledge of accounting, purchasing and budgeting procedures and techniques.
Knowledge of constituent interests.
Knowledge of computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
Knowledge of 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.
Skill in maintaining important files and records.
Skill in compiling data and writing clear and comprehensive reports and letters.
Skill in writing reports, business memos and other documents.
Skill in interacting with leading public officials, County employees and the general public.
Skill in interpreting policy and applying to situations as they arise.
Skill in problem-solving, decision-making, and conflict resolution.
Skill in both verbal and written communication.
Ability to set office priorities and ensure that work is performed in a timely manner.
Ability to independently prepare correspondence, memorandums, and other materials.
Ability to organize diverse activities.
Ability to advise Elected Official or department head in substantive matters.
Ability to perform responsible and complex administrative work involving the use of independent judgment.
Ability to research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
Ability to maintain confidential data and information.
Ability to assist in monitoring a budget, implementing, and maintaining filing and accounting systems.
Ability to establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.

Nice To Haves

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

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 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.